Privacy Notice Applicant and Student Personal Data

Introduction

We would be unable to exercise our responsibilities and fulfil our education and support obligations to you without collecting, storing, and using your personal data. This Privacy Notice explains what personal data we collect, how we use it, who we share it with and also provides guidance on your individual rights under the General Data Protection Regulations UK (GDPR).

This Privacy Notice applies to information we collect about:

  • Visitors to our website

  • People who use or may use our services:

  • Individuals who request information from us

  • Individuals who study a course with us

  • Employers who purchase training from us

  • Employers who take a student on work experience or a placement

  • Employers who employ

If you are asked to provide information to us, it will only be used in the ways stated in this Privacy Notice. We take our UK GDPR obligations very seriously and will always ensure that personal data is collected, handled, stored, and shared in a secure manner.

Data Controller

Pinehirst Education is the Data Controller and is committed to protecting the rights of individuals in line with the Data Protection Act 1998 (DPA) and the new General Data Protection Regulation (GDPR) from May 25th, 2018. We are registered with the Information Commissioner’s Office (ICO) and our registration number is 000000000

Data Processor

Pinehirst Education is a Data Processor for personal data we are obliged to process on behalf of Data Controllers.

Where Pinehirst Education is a Data Processor on behalf of another organisation, it is the other organisation as Data Controller who dictates the basis for processing data and the purposes for which the data is used.

What Personal Data Pinehirst Education will collect:

  • Initial Enquiry

  • Name

  • Contact Details (telephone number, email, address)

  • Subject / Area of Interest

  • Course Application and Enrolment

  • Name

  • Contact Details (telephone number, email, address)

  • Date of Birth

  • Gender

  • National Insurance Number

  • Ethnicity

  • Nationality and Country of Residence

  • EU Resident Status

  • Educational History and Qualifications

  • Learning Difficulty/Disability Declaration

  • Criminal Conviction Declaration

  • Local Authority Care Declaration

  • Household Situation Declaration

  • Next of Kin Name and Contact Details

  • Employment History

  • Method of Travel to Pinehirst Education

  • Medical History

  • Vehicle Registration Number (where appropriate)

  • Copies of passports, visas and any other documents required to ensure compliance with Home Office requirements, if applicable.

  • Photographs, and video recordings for the purpose of student assessment and examination

  • Financial information collected for the purposes of administering fees and charges, loans, grants, and hardship funds.

  • Information about your engagement with and use of our services, such as the Library and Careers Service.

  • Information gathered for the purposes of equal opportunities monitoring.

As part of our commitment to your safeguarding, health and wellbeing whilst studying at Pinehirst Education , you will be asked to provide information on your medical history as well as any medications currently being taken.

Categories of Personal Data

Pinehirst Education recognises the significance of sensitive personal data and will only process such data if certain conditions are met. These conditions are outlined in guidance from the UK Information Commissioner’s Office.

Why we collect and use your Personal Data.

The largest volume of data that we process is in relation to students, this being for the purposes of: Recruitment and Admissions (course enquiries, application, and enrolment)

Academic Matters including: the provision of teaching, learning and assessment (registration with awarding bodies, assessment and examinations, attendance monitoring, managing progress, academic misconduct investigations, certification, and graduation)

  • Maintaining student records

  • To fulfil our statutory reporting requirements

  • Assessing eligibility for scholarships and bursaries

  • Providing student and learning support services

  • Safeguarding and promoting welfare of students

  • Ensuring the health and safety of students

  • Providing appropriate work placements

  • Monitoring equal opportunities

  • Managing car parking on campus

  • Administering finance (fees, bursaries)

  • Carrying out audits to ensure our compliance with legal and regulatory obligations.

  • Preventing and detecting crime

  • Dealing with complaints, appeals and disciplinary issues.

  • To monitor and evaluate the student experience.

Where personal data is shared with us about an individual, we will seek assurance from that third party that they have a legal basis for providing us with this and that their systems and processes are in compliance with GDPR in the UK.

Our Legal Basis for processing your Personal Data In general terms, we process your personal data for the administration of your position as a student of Pinehirst Education Centres. More specifically, the legal basis for the processing of the data that you provide to us is:

Consent

· For the management of course and other enquiries and for the communication of information about our services, events, and activities.

Contract

· To fulfil our commitment to our students in relation to teaching, learning and assessment.

· The processing and recovery of fees, including course and accommodation fees.

Legal Obligation

· Reporting of safeguarding concerns or to facilitate the prevention or detection of crime.

Vital Interests

To make contact with student’s next of kin in the event of a medical emergency and for the purposes of ensuring the safety and wellbeing of our students.

Public Interest

· Administration of complaints, appeals, investigations, and disciplinary proceedings concerning student misconduct, necessary for a task in the public interest – namely the provision of Education, to maintain the integrity of our assessment process, academic standards, our reputation and the welfare of our staff and students.

Legitimate Interest

  • Monitoring of student attendance for the purpose of ensuring our students achieve academic success through full engagement with their studies.

  • Monitoring of the use of IT services in accordance with our Acceptable Use Policies and Procedures

  • Administration of financial aid such as bursaries and scholarships, for the for the legitimate purpose of providing financial support for students.

  • Assessment and provision of learning and other support services for the legitimate purpose of providing appropriate support to students, based upon their individual needs.

  • Use of CCTV systems in accordance with the ICO Code of Practice for the legitimate purpose of providing a safe environment, facilitating the prevention and detection of crime and to assist with investigations into potential breaches of policies and procedures.

  • Pinehirst Education will not use the information that you provide to make automated decisions about you.

Information Sharing and Disclosure

Pinehirst Education and Centre will not sell or rent your personal information. Your information may, by necessity, be disclosed to relevant staff for the purposes of teaching, learning and assessment and for the provision of learning support and exam access arrangements where this need has been assessed.

Third parties with whom we may share your information include:

  • Education Skills Funding Agency (ESFA)

  • Office for Students

  • Young Peoples Services (Local Authority)

  • Student Loans Company and Student Finance

  • Employers providing work experience/placement opportunities.

  • County Council Library and Information Service

  • The Police and other regulatory bodies when required as part of a criminal investigation.

  • External Examiners

  • Insurance Group

  • Learner Record Services

  • Schools

  • Professional Bodies

Pinehirst Education Centre seeks the written assurance as to UK GDPR compliance of all third parties with whom information is shared and will not share information where this is not received. Further details on third parties with whom we share personal data can be found in our Register of Third Parties.

Visitors to our Website

A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website. Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see how many people use our website and what pages they are likely to visit. All cookies used by our website are used in accordance with the current Privacy and Electronic Communications Regulations 2011.

Cookies do not provide us with access to your computer/device or any information about you, other than that which you choose to share with us. You can use your web browser’s cookie settings to determine how our website uses cookies. If you would prefer that our website does not store cookies on your device, you should set your web browser to refuse cookies. Please be aware however that doing so may affect how our website functions and some features may become unavailable to you. Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.

People who request information from us

If you request information from us by letter, telephone, email, via our website or face to face, we will make a record of that enquiry and will use the information you give us to provide you with an appropriate response. We will only use your information for this purpose unless you specifically consent to us contacting you in the future in relation to services we provide. Where such consent is given, you are able to request that we stop contacting you at any time.

How long we keep your Personal Data.

We keep information about you only for as long as needed to provide you with academic, support or commercial services and to meet our legal obligations. More information about how long we keep specific information can be found on our website.

Your Rights

Under UK GDPR, you have the rights as an individual to:

  • Find out what personal data we hold about you and obtain a copy of this data, free of charge, within one month of you making the request

  • Ask to correct inaccurate or incomplete data.

  • If you think we are acting unfairly or unlawfully, you can:

  • Object to the way we are using your data.

  • Complain to the UK Information Commissioner’s Office

Under certain circumstances, you also have the right to ask us to:

  • Restrict the use of your data (if you have raised issues about the accuracy or use of your data until we have investigated and responded to your concerns)

  • Erase your information (the right to be forgotten)

  • Comply with your wishes, where you have previously agreed to us processing your data and have.

  • withdrawn consent to further processing.

  • Provide you with a portable electronic copy of the data you have provided to us.

Should you wish to see what personal data we hold about you, you should make a Subject Access Request to the Data Protection Officer by emailing P.morton@pinehirst.net , or in writing to: Data Protection Officer, Pinehirst Education 36 St Anne Street,Liverpool,L3 3DS. Further information on your rights can be found at www.pinehirsteducation.com

Changes to this Privacy Notice

We will regularly review our Privacy Notice and reserve the right to amend it from time to time, as required by law.

Privacy and Electronic Communications Regulations 2011

General Data Protection Regulation2016

• Data Protection Act 2018 Underpinning Knowledge - What have we used to ensure that the policy is current:

• GOV.UK, (2018), About the IG Toolkit. [Online] Available from: https://www.igt.hscic.gov.uk/resources/About%20the%20IG%20Toolkit.pdf

[Accessed: 07/03/2018]

• Department of Health & Social Care and NHS England, (2018), 2017/18 Data

Security and Protection Requirements. [Online] Available from: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/675420/17-18_statement_of_requirements_Branded_template_final_22_11_18-1.pdf[Accessed:07/03/2018]

• Home Office, (2018), An Employer's Guide to Right to Work Checks. [Online]

Available from: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/6

38349/Employer_s_guide_to_right_to_work_checks_-August_2017.pdf [Accessed: 07/03/2018]

• NHS DIGITAL,, (2018), Records Management Code of Practice for Health and

Social Care 2016. [Online] Available from: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-forHealth-and-Social-Care-2016 [Accessed: 07/03/2018]

Suggest education:

  • Impact assessment/action plan

  • Discuss in supervision sessions

  • Notify relevant staff of changes to policy

  • Encourage sharing the policy through the use of the QCS App

  • Establish process to confirm the understanding of relevant staff

  • Establish training sessions for staff

  • Arrange specific meetings to discuss the policy changes and implications

  • Ensure that the policy is on the agenda for all team meetings and staff handovers

All Pinehirst Education Policies are subject to screening for Equality Impact Assessment

Equality Impact Assessments are carried out to see whether the policy has, or is likely to have, a negative impact on grounds of age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, marriage or civil partnership, sex, or sexual orientation.

Pinehirst Education not only fulfils its legal position in relation to current and future equality legislation, but additionally goes beyond compliance in providing and promoting “all to succeed”, free from any aspect of discrimination, harassment, or victimisation.

All staff have a duty of care to look after the interests of and support their colleagues. This policy takes account of our commitment to eliminating discrimination, identifying, and removing barriers and providing equal opportunities for our learners, staff, and visitors to ensure that no one feels excluded or disadvantaged.

Safeguarding, Child Protection, Prevent and Missing from Education

All staff have a responsibility to support and promote Pinehirst Education’s commitment to providing a safe environment for students, staff, and visitors. Additionally, all staff have a responsibility to report any safeguarding or Prevent issues to the Designated Senior Lead for Safeguarding and Prevent.