Coleg Cambria is committed to ensuring that it meets its obligations under the General Data Protection Regulation (GDPR) and associated data privacy legislation.
The GDPR – introduced on the 25th May 2018 – allows Coleg Cambria to review and strengthen its privacy and data protection processes.
We take the privacy of the data we process very seriously, whether it relates to learners, staff, or others who deal with our organisation.
We’re updating our privacy policies in order to provide you with what you need to know about how we use your personal information.
Coleg Cambria is committed to being transparent about how it collects and uses data and to meeting its data protection obligations.
This privacy notice is to let you know how Coleg Cambria collects and processes your personal information, and who we share this data with. This includes what you tell us about yourself, what we learn by having you as a learner, and the choices you make about what information you want us to send you, or share with others.
Additionally, this notice sets out how we do this and provides information about your privacy rights and how data protection laws protect you.
Coleg Cambria is the data controller and if you have any questions about this notice, data protection or our handling of your personal information, please contact our Data Protection Officer at the following addresses:
Post: Coleg Cambria, Kelsterton Road, Connah’s Quay, Deeside CH5 4BR; or
Why we collect information about you
We collect personal information throughout our application and enrolment processes (for example through our paper and online application processes) to enable us to verify your identity, process your application, enrol you on a course and provide ongoing administration.
The types of information we collect
We may collect the following types of information about you over the duration of your studies, depending on the type of course you are on and your individual needs:
How we collect your information
We may collect information about you in different ways, for example:
Data will be stored in a range of different places, including in your learner file, in the organisation’s learner data management systems (in our secure data centres) and in other IT systems including the organisation’s email system.
Data will only be transferred outside of the European Union (EU)/European Economic Area (EEA) where we use cloud service provision, and this transfer is subject to contracts and appropriate safeguards to ensure data protection.
How we use your information
The college needs to process your data in order to provide our education service to you and meet our contractual obligations. To do so, the information we collect about you, including special categories of data (sensitive personal data), may be processed in different ways, these include:
Coleg Cambria does not perform any automated decision-making or profiling.
Data Protection Law
Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons:
Our legal basis for processing your information
We may process your data as it is necessary for us to do so in order to fulfill our contract, and commitments, with you, or because you have requested us to do so before entering into the contract. This relates to the following processing activities:
For our own, or a third party’s legitimate interests, such as:
We may also process data because it is necessary for our compliance with our legal obligations, in this respect we may use your personal data for the following:
We may also process your personal data where:
Where we have your explicit consent to:
Sharing information with others
For the purposes referred to in this statement we may share your data with the following third parties. You are given the opportunity to opt in to some of these data sharing agreements when you enrol with us, and you can amend these choices at any time, however you may wish to consider carefully the possible impact of not sharing your data in certain situations. Coleg Cambria is committed to only sharing limited and necessary data with third parties and to ensuring it secure transmission to these organisations/persons:
In addition to the above we also share information with:
Learner Records Service
The information you supply is used by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a Unique Learner Number (ULN) and to create your Personal Learning Record, as part of the functions of the DfE. For more information about how your information is processed, and to access your Personal Learning Record, please refer to: https://www.gov.uk/government/publications/lrs-privacy-notices
How long we keep your personal information
The College will hold your personal data for varying amounts of time depending on what it is. The amount of time your data is held is detailed below:
|Type of Record:||Retainment:||Why we keep it:|
|Student Enquiries, Applications & Enrolment|
|Records documenting the handling of enquiries from prospective students||The end of the following academic year.||Generally enquiries relate to enrolments in the current or following academic year.|
|Records documenting the handling of applications for learners who do not later enrol.||The end of the following academic year||In order to respond to enquiries.|
|Disclosure and Barring Service disclosures for students that will have contact with children or vulnerable adults||6 Months||DBS code of practice|
|Students’ Academic Records|
|Full student records, including documents relating to application/enrolment; academic achievements; transfer, withdrawal or termination of studies; first destination surveys||Current Academic Year + 10 years||Permits college to provide references for a reasonable length of time. Also, time limits on litigation.|
|Information related to examinations and academic performance (dates of study, programme of study, marks, final award etc)||Perpetuity||Provision of references and confirmation of registration/final award etc.|
|Records documenting the conduct and results of disciplinary proceedings against individual students.||Current Academic Year + 6 years.||Limitation Act 1980|
|Records documenting the handling of formal complaints made by individual students.||Current Academic Year + 6 years.||Limitation Act 1980|
|Records documenting individual students’ attendance||Current Academic Year + 10 years||Permits college to provide references for a reasonable length of time.|
|Class lists & Schedules for submitting/marking work.||Completion of studies + 1 year||In order to respond to enquiries.|
|Documents referring to coursework marks/grades and assessment.||Completion of studies + 1 year||In order to respond to enquiries.|
|Students’ Academic Work|
|Student Coursework||Current Academic Year + 1 year||Awarding body requirement.|
|Documentation used by the Study Skills Team to allow a student to access the level of support that they need. This includes documents referring to the biographical details, course details, history of support needs, abilities and difficulties, education psychologists’ reports, Study Skills Action Plan, letters of referral for assessments, other correspondence.||Current Academic Year + 6 years||Permits college to provide information to previous students for a reasonable length of time. Also, time limits on litigation|
|CCTV footage from various locations across our sites.||Up to 28 Days (up to 2 years following the conclusion of any investigation)||To provide evidence for any investigation relating to crime, safeguarding, other relevant incidents.|
|Health and Safety Records|
|Accident books, and records and reports of accidents||6 years||Social Security (Claims and Payments), Regulations 1979; RIDDOR 1985; Time limits on litigation|
|Records documenting organization of students’ work/study placements to ensure risk assessments are performed||Completion of studies + 1 year||In order to respond to enquiries|
Your rights and choices
Under the General Data Protection Regulation (GDPR) you have the following rights:
If you would like to exercise any of these rights, please contact our DPO at: firstname.lastname@example.org.
Version 1.2 – 14/08/2020