Data Sharing

Notice about how we use your personal information

We are the data controller of personal information about you. We are The Windsor Forest Colleges Group. Our address is Langley Campus, Station Road, Langley, Slough, SL3 8BY. The college’s registration number with the ICO is Z465993X.

Our Data Protection Officer is Yee Har Miller. If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer at Langley Campus, Station Road, Langley, Slough, SL3 8BY or by email data.protection@windsor-forest.ac.uk.

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

When users of our site send us personal information, such as their email address, the college undertakes:

• Never to sell your details to anyone.


• Not to give your details to any third party without your express agreement.


• Only to use your details in relation to:


• Your specific enquiry or request.


• The project, course, or initiative for which you have submitted details to us.


• Shaping and improving the services we offer

We monitor and record, extensively, connections to and from college servers. We do this for security, statistical, and performance-measurement purposes, and in order to detect and prevent abuse. The monitoring data we collect includes browser type, domain names, traffic volumes, temporal data, IP information, and data posted from web-forms on our site. We use “cookies” on most of sites to improve the quality of the service we offer, especially to enable users with visual impairment to alter the appearance of our site to suit their needs.

Who are you?

• a member of staff at the College


• a student at the College


• a visitor to the College


• one of our suppliers

In each case, you have certain rights, including how to get a copy of your data, how to get it corrected or deleted, and how to complain. These rights are set out in more detail below.  Please note that on occasions we may process “special categories” of information about you.  This is information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

A member of staff at the College

Please click on the link below that takes you to the Privacy Notice for Staff. This will have been shared with you as part of your induction and by email when the new General Data Protection Regulations came into effect.  https://www.windsor-forest.ac.uk/data-sharing-staff. This is also on the college website.

A student at the college

Please click on the link below that takes you to the Privacy Notice for Students. This will have been shared with you as part of your enrolment and induction and is available on Pro-monitor in the “I must read” section. https://www.windsor-forest.ac.uk/data-sharing-student. This is also on the college website.

A visitor to the College

The information we collect about you and why we collect it

As part of your visit to the College we store and use your personal details and information about your visit for the purposes of managing and operating the College. We use a visitor sign-in application for the purposes of health and safety and security and will use this to capture personal details. We use CCTV at our buildings for the purposes of crime prevention, security and health and safety and, accordingly, will capture imagery of visitors to the College.

The legal basis on which we collect and use your personal information

Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:

• we have a legitimate interest in wishing to interact with you to manage and effectively operate our college and to ensure that the College is safe and secure for all persons visiting; and


• to be able to do so, we need to understand details of who is in the building and to be able to communicate with them.

Where we are required by law to hold certain records, then we collect and hold those records to comply with that legal obligation.

How long we keep your personal information

CCTV images are kept for a maximum of 14 days, unless there is an incident in which case they will be kept for the period of the investigation plus 12 months.

We use SignInApp for visitors please see their Privacy Policy here https://signinapp.com/privacy-policy/ How we share your personal information

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

Organisation / type of organisation:

l Police

Purpose:

• if there was incident that required police at the college then CCTV images that may contain your photo would be shared

We may also share your personal information with third parties who provide services to the College.

Organisation / type of organisation:

l Third party security company (The Corp)

Service:

l Providing security services to the college through security staff being present at the college.  No data leave the college site.

How we transfer your personal information outside the UK

We do not store or transfer your personal data outside the UK, except in circumstances where a contract or data sharing agreement exists.

Automated decisions we take about you

We do not make automated decisions using this information.

One of our suppliers to the College

We store and use your information for the purposes of managing our suppliers in respect of the supply of goods and services that our college may need.

The information we collect about you and why we collect it

In order to engage and manage our suppliers, where you are a supplier (or where if it is a company, you are its representative) we collect and store your contact information and, where appropriate, your bank account details.

You may also be asked to provide details of your occupation and your CV.

In addition, where you visit a building, we will collect and process the information set out in the “visitor to our College” section above.

The legal basis on which we collect and use your personal information

Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:

• we have a legitimate interest in engaging and managing our suppliers; and to be able to do so, we need to hold details of who those suppliers are.

Where we are required by law to hold certain records for health and safety purposes, then we hold those records to comply with that statutory obligation.

Where we hold your bank account details, we do so on the basis that it is necessary for us to perform our contract with you.

Where we are required to hold personal information on company personnel for health and safety and safeguarding purposes

How long we keep your personal information

• Invoices that may contain company personnel names are kept for 7 years. The majority of contracts information does not contain personal data other than personnel’s names, positions and telephone numbers.

How we share your personal information

We may share the personal information that you give us with the following organisations (or types of organisations) for the following purposes.

Organisation / type of organisation:

l The college’s internal and external auditors

Purpose:

l Ensuring that the college meets its financial and legal requirements, a sample of suppliers and invoices may be selected by the auditors

We may also share your personal information with third parties who provide services to the College.

Organisation / type of organisation:

l None at present

Service:

l None at present

How we transfer your personal information outside the UK

We do not store or transfer your personal data outside of the UK.

Automated decisions we take about you

We do not make automated decisions using this personal data.

YOUR RIGHTS

You have a number of rights over your personal information, which are:

• the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used – please refer to the ICO’s website for further information about this (https://ico.org.uk/); https://ico.org.uk/make-a-complaint/data-protection-complaints/personal-information-complaint/


• the right to ask us what personal information about you we are holding and to have access to a copy of your personal information;


• the right to ask us to correct any errors in your personal information;


• the right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information;


• the right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information;


• the right, in certain circumstances, to ask us to review and explain our legitimate interests to you; and


• the right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly-used, machine-readable format.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review and will update it from time to time to make sure it remains up-to-date and accurate. You can find a copy of the latest privacy statement on the college website.