Privacy Policy

Please read below Greenhead College’s policies for Data Protection / GDPR. These include our privacy notices for students and staff, how Greenhead uses student information and how we use applicant information. All of these policy documents are available to download at the foot of this page.

Privacy Notice – How we use Applicants’ Information

The categories of student information that we collect, hold and share on you as an applicant to our College include:

Personal information (such as name, student address, telephone numbers, previous school, parental contacts)
Assessment information, such as qualifications on entry
SEN and medical information if this has been disclosed to us
Information obtained for Safeguarding purposes

The Learning Records Service will provide us with your unique learner number (ULN) and may provide with us with details about your learning or qualifications.

Why we collect and use this information

We use the applicant data:

to assess an applicant’s suitability for a programme of study at Greenhead College
to assess if we are able to provide appropriate support, care and guidance
to ensure we meet all statutory requirements of SEND, safeguarding and equality & diversity
to ensure that we meet our statutory funding requirements

The lawful basis on which we use this information
We collect and use applicant information under Article 6 (1) of the General Data Protection Regulation 2018 (GDPR) where processing is necessary for the performance of a task carried out in the public interest.
We also collect and use applicant information which is defined as a special category of personal data, such as ethnicity, under Article 9 (2). of the GDPR 2018:

Collecting applicant information

Whilst the majority of student information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this.

Storing applicant data

Retention of records is based on the principle that your personal data will not normally be kept for longer than five years from leaving college.

If you do not go on to fully enrol at Greenhead College, your personal data will be held for six months following the College’s date of enrolment.

Once you are enrolled, we hold your data for six years following withdrawal from the College in hard copy and electronic format, at which point it will be destroyed, and we will no longer be able to access this even if it is requested.

Who we share applicant information with

We routinely share your application information with:

local authorities including the careers service
other educational providers that you previously attended
Parent / Guardian contacts who have been provided as part of the application
Data Controllers and Processors who enable the College to provide services, such as exam boards
Sharing student information
We do not share information about you with anyone without consent unless the law and our policies allow us to do so.
Otherwise, before sharing information with a third party, we will either obtain your consent or establish that the sharing is necessary (which includes ensuring that the data shared is kept to a minimum), fair and otherwise within the law.

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education, for example; via the Individualised Learner Record (ILR) go to https://www.gov.uk/education/further-education-financial-management-and-data-collection

Requesting access to your personal data

Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, please email swalters@greenhead.ac.uk
You also have the right to:

in certain circumstances object to processing of personal data that is likely to cause, or is causing, damage or distress
prevent processing for the purpose of direct marketing
object to decisions being taken by automated means
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the College in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Contact

If you would like to discuss anything in this privacy notice, please contact:
Sarah Walters, Data Protection Officer 01484 422032 swalters@greenhead.ac.uk
We will continually review and update this privacy notice to reflect changes in our practices and, when appropriate, in response to feedback from the public, as well as to take into account changes in the law.

Privacy Notice for Parent / Guardians Supplying Personal Data and Applying for Financial Support

The parent / guardian information that we collect and hold in relation to student contact information and Financial Support application details are:

Personal information (such as name, email address, telephone numbers)
Financial records such as proof of benefits, proof of income (which may include tax credits and universal credit information, tax information, wage slips etc.)
Declarations of personal circumstances
Bank details in order to pay a bursary directly into a bank account

Why we collect and use this information

To enable parental / guardian contact
To assess eligibility for financial support based on the criteria set by the College.

The lawful basis on which we use this information

We collect and use parental information under Article 6 (1). of the General Data Protection Regulation 2018 (GDPR): Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

We also collect and use applicant information which is defined as a special category of personal data under Article 9 (2). of the GDPR 2018. To demonstrate best practice, we define financial information and any details of financial awards that students receive, as special category data.

Collecting student information

Parent / Guardian (next of kin) contact details are obligatory for a student to enrol at Greenhead College
The collection of the financial data is on a voluntary basis, but we are unable to process any financial support application if this information cannot be provided.

Storing student data

Retention of records is based on the principle that your personal data will not normally be kept for longer than is broadly necessary.
All records relating to a student and student financial support will be stored securely in electronic and paper format for a period of 5 years after a student leaving college. After this period, all records will be destroyed in a secure and confidential manner.

Who we share information with

Parental financial information will not be shared with any outside organisations. Parental / guardian contact information will only be shared in instances of safeguarding and where the health and safety of the student is at risk.

Sharing student information

We do not share information about our students with anyone without consent unless the law and our policies allow us to do so. Otherwise, before sharing information with a third party, we will either obtain your consent or establish that the sharing is necessary (which includes ensuring that the data shared is kept to a minimum), fair and otherwise within the law.
We share students’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins educational funding and educational attainment policy and monitoring.

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education, for example the ESFA Bursary regulations https://www.gov.uk/guidance/16-to-19-bursary-fund-guide-2017-to-2018-academic-year and via the Individualised Learner Record (ILR) go to https://www.gov.uk/education/further-education-financial-management-and-data-collection

Requesting access to your personal data

Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your / your child’s financial support information, please email jblake@greenhead.ac.uk

You also have the right to:

in certain circumstances to object to processing of personal data that is likely to cause, or is causing, damage or distress
prevent processing for the purpose of direct marketing
object to decisions being taken by automated means
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Contact

Privacy Notice – How we use Students’ Information

The categories of information that we collect, hold and share on you as a student at our College include:

Personal information (such as name, student address, telephone numbers, previous school, parental contacts)
Characteristics (such as ethnicity, language, nationality, country of birth, free school meal eligibility)
Assessment information, such as qualifications on entry
SEN and medical information if this has been disclosed to us
Information obtained for Safeguarding purposes
Assessment information, such as qualifications on entry, and actual and predicted grades during time at College
Behavioural information and comments from teachers and tutors on progress
Attendance information (such as sessions attended, number of absences and absence reasons)
Biometric information to operate our cashless catering system (consent is obtained)

When you are enrolling for post 16 qualifications, the Learning Records Service will provide us with your unique learner number (ULN) and may provide with us with details about the your learning or qualifications.

Why we collect and use this information

We use your data:

to assess your suitability for a programme of study at Greenhead College
to assess if we are able to provide you with appropriate support, care and guidance
to ensure we meet all statutory requirements of SEND, safeguarding and equality & diversity
to provide appropriate pastoral care
to assess the quality of our services and outcomes
to comply with the law regarding data sharing
to ensure that we meet our statutory funding requirements

The lawful basis on which we use this information
We collect and use student information under Article 6 (1). of the General Data Protection Regulation 2018 (GDPR):

Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

We also collect and use student information which is defined as a special category of personal data under Article 9 (2). of the GDPR 2018. To follow best practice, we also define other sensitive data as a special category, for example SEN data, and whether a young person is looked after.

Collecting student information

Storing student data

Once you are enrolled, we hold your data for five years following leaving college in hard copy and electronic format, at which point it will be destroyed and we will no longer be able to access this even if it is requested.

Who we share student information with

We routinely share your information with:

the Department for Education (DfE) and Education and Skills Funding Agency (ESFA)
local authorities including the careers service
educational providers that students’ attend before and after leaving us
Parent / Guardian contacts who have been provided as part of the enrolment
Exam boards and the Joint Council of Qualifications (JCQ)
Data Controllers / Processors who enable the College to provide services

Sharing student information

Data collection requirements

Requesting access to your personal data
Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, please email the Data Protection Officer swalters@greenhead.ac.uk

You also have the right to:

object to processing of personal data that is likely to cause, or is causing, damage or distress
prevent processing for the purpose of direct marketing
object to decisions being taken by automated means
in certain circumstances to obtain and reuse your personal data for your own purposes across different services (data portability). This relates to data which we process using your consent
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
claim compensation for damages caused by a breach of the Data Protection regulations

Contact

Data Protection Policy.pdf

Download (pdf)