WNC Privacy Notice for Staff at the College
Notice about how we use your personal information

West Nottinghamshire College are the data controller of personal information about you.
Our address is: West Nottinghamshire College, Derby Road, Mansfield, Notts. NG18 5BH

If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer :
by post: The Data Protection Officer, West Nottinghamshire College, Derby Road, Mansfield, Notts. NG18 5BH
by email: dataprotection@wnc.ac.uk
by phone: 01623 627191
This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

Which College Department would you like more information about?

Admissions

Finance

Teaching

Alumni

Marketing

Admissions

What would you like to learn more about?

• The information that you give us

  As part of your admission to the College we may collect your personal details including: name, address, date of birth, siblings, email address, first and second language, work assessment data, dates of attendance, exam/test results, religion, ethnicity, health information, doctor’s details, behaviour record, sex-related information, genetic data, special needs details, biometric data (thumb print) and criminal records data (CRB check if required)

• The uses made of your personal information

  We will use your information to manage and administer your education. This will include putting together class lists, for sending event invitations, for communicating with you, for dealing with admissions, for putting together reports and registers, to check entrance exam results, to allocate you to the correct classes for assessments, to make arrangements for exams or visits, to consider whether to offer places to students, to consider whether special provision or assistance is required for exams and visits, to arrange work experience and to be able to tell other colleges your attendance dates if you leave.

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

  Generally, the information is processed as part of our public interest task of providing education to you.
  
  Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.
  
  Where that information is criminal records data, we will process it because we have a legal obligation to do so

• How long we keep your personal information

  We will only use and store information for so long as it is required for the purposes it was originally collected or for legal and regulatory reasons. How long information will be stored depends upon the information in question and what it is being used for.
  
  

• How we share your personal information

  We may share the personal information that you give us with the following types of organisation for the following purposes.
  
  Organisation / type of organisation:
  
  Relevant government departments to whom we have a statutory obligation to release information (including the Department for Education, ESFA, HEFCE, the Higher Education Statistics Agency)
  Examining bodies, other educational establishments and other relevant academic bodies
  Potential providers of placements and/or education to our students
  Police (upon presentation of a completed ‘Request for Disclosure of Personal Information’ form checked by BSSS, or a warrant)
  
  Disclosures will be made to other organisations, not listed above, in specific legitimate circumstances. Consent from the student will be sought where necessary
  
  Purpose:
  
  Statutory requirements
  To secure funding
  Course or examining body requirements
  
  We may also share your personal information with third parties who provide services to the College.
  Further information about use of and access to your personal data, and details of organisations with whom we regularly share data, are available at: information about how long we retain your data, and how to change your consent to being contacted, please visit:
  
  https://www.gov.uk/government/publications/esfa-privacy-notice

• How we transfer your personal information outside Europe

  We do not store or transfer your personal data outside Europe.

• Automated decisions we take about you
  We do not make automated decisions using this information.

What would you like to know about?

• The information that you give us

  As part of our administration of the College we may collect your personal and educational details including: name, address, date of birth, siblings, email address, first and second language, work assessment data, dates of attendance, exam/test results, religion, ethnicity, health information, doctor’s details, behaviour record, sex-related information, genetic data, special needs details, biometric data (thumb print) and criminal records data (CRB check if required)

• The uses made of your personal information

  We will use your information to manage and administer your education. This will include information for making registers, class lists, trip lists, communications, reports, employer information (for example for apprentices and day release students), to provide services such as the IT Helpdesk and to identify pupils who cannot be used for marketing photos.

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

  Generally, the information is processed as part of our public interest task of providing education to you.
  
  Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

• How long we keep your personal information.

  We will only use and store information for so long as it is required for the purposes it was originally collected or for legal and regulatory reasons. How long information will be stored depends upon the information in question and what it is being used for.
  
  

• 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.

  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:
  
  Careers Advisors, e.g. Futures Advice, skills & employment
  Relevant government departments to whom we have a statutory obligation to release information (including the Department for Education, the Education and Skills Funding Agency, HEFCE, the Higher Education Statistics Agency, UCAS)
  Examining bodies, other educational establishments and other relevant academic bodies
  Potential providers of placements and/or education to our students
  Police (upon presentation of a completed ‘Request for Disclosure of Personal Information’ form checked by BSSS, or a warrant)
  
  Disclosures will be made to other organisations, not listed above, in specific legitimate circumstances. Consent from the student will be sought where necessary
  
  Purpose:
  
  Statutory requirements
  To secure funding
  Course or examining body requirements
  Registration for qualifications, examinations and awards
  Advice on progression e.g. employment opportunities
  Applications to HE
  
  We may also share your personal information with third parties who provide services to the College.

• How we transfer your personal information outside Europe

  We do not store or transfer your personal data outside Europe.

• Automated decisions we take about you
  We do not make automated decisions using this information.

• How we transfer your personal information outside Europe

  We do not store or transfer your personal data outside Europe.

Finance

What would you like to know about?

• The information that you give us

  In order to manage the financial affairs of the College we collect and hold the following information about you: funding information, bank details, cashless card information (to use in cafeteria).

• The uses made of your personal information

  We will use your information to ensure your place is appropriately funded, to pay/receive payment from you.

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

  Generally, the information is processed as part of our public interest task of providing education to you.
  
  Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

• How long we keep your personal information.

  We will only use and store information for so long as it is required for the purposes it was originally collected or for legal and regulatory reasons. How long information will be stored depends upon the information in question and what it is being used for.
  
  

• How long we keep your personal information.

  We will only use and store information for so long as it is required for the purposes it was originally collected or for legal and regulatory reasons. How long information will be stored depends upon the information in question and what it is being used for.
  
  

• 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:
  
  Way2Pay
  SmartDebit
  Local Authority
  
  Purpose:
  
  Cashless Catering Service
  Direct Debit payments
  Credit/Debit card transactions
  Special Needs Support
  We may also share your personal information with third parties who provide services to the College.
  
  

• 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:
  
  Way2Pay
  SmartDebit
  Local Authority
  
  Purpose:
  
  Cashless Catering Service
  Direct Debit payments
  Credit/Debit card transactions
  Special Needs Support
  We may also share your personal information with third parties who provide services to the College.
  
  

• How we transfer your personal information outside Europe

  We do not store or transfer your personal data outside Europe.

Teaching

What would you like to know about?

• The information that you give us

  As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create as well as any feedback you give or comments you make relating to your course. In addition, when you use the IT systems we provide you with access to, we will process the data you input.

• The uses made of your personal information

  We will use your information for the purposes of teaching you and measuring your achievements.

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

  Generally, the information is processed as part of our public interest task of providing education to you.

• 4.4 How long we keep your personal information

  We will only use and store information for so long as it is required for the purposes it was originally collected or for legal and regulatory reasons. How long information will be stored depends upon the information in question and what it is being used for.
  
  

• 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:
  
  Relevant government departments to whom we have a statutory obligation to release information (including the Department for Education, the Education and Skills Funding Agency, HEFCE, the Higher Education Statistics Agency)
  Examining bodies, other educational establishments and other relevant academic bodies
  Potential providers of placements and/or education to our students
  
  Purpose:
  
  Statutory requirements
  Course or examining body requirements
  Registration for qualifications, examinations and awards
  
  We may also share your personal information with third parties who provide services to the College.

• How we transfer your personal information outside Europe

  We do not store or transfer your personal data outside Europe.

Alumni

What would you like to know about?

• The information that you give us

  As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create as well as any feedback you give or comments you make relating to your course. In addition, when you use the IT systems we provide you with access to, we will process the data you input.

• The uses made of your personal information

  We will use your information to manage and administer our Alumni network. This will include: Additional courses and qualifications we think may be of interest to you, college news, college events, alumni support services (e.g. career support), offers and networking opportunities.

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

  We will send you news and information about our alumni services and the courses we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of unsubscribe).

• How long we keep your personal information

  We will retain your information until you withdraw your consent to the processing.

• 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:
  
  Think Alumni
  
  Purpose:
  
  Providing Alumni Services
  
  We may also share your personal information with third parties who provide services to the College.
  
  

• How we transfer your personal information outside Europe.

  We do not store or transfer your personal data outside Europe

Marketing

What would you like to know about?

• The information that you give us

  For marketing purposes we collect: name, address, date of birth, email address, phone number.

• The uses made of your personal information

  We will use your information to: inform you of courses and/or qualifications available from the college which we believe you may be interested, inform you of events you may be interested in, inform you of offers, inform you about college activities and news

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

  Where you have previously studied at the College or commenced an application process with us before, then we will send you information about the courses we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of unsubscribe).
  
  Any other marketing we carry out will be on the basis of consent.

• How long we keep your personal information

  We will retain your information until you withdraw your consent to the processing.

• How we share your personal information

  We do not share your details with any third parties.

• How we transfer your personal information outside Europe

  We do not store or transfer your personal data outside Europe.

Will we monitor your use of the college’s computers?

• We keep an eye on how you use the College’s equipment and computers and what websites you go on when you are browsing the internet at College. This is because we have legal obligations to protect you, and we also have a legitimate interest in making sure you are using our computer equipment correctly and that you are not looking at any inappropriate content.
  
  If you want to browse the internet privately, you will need to use your own devices which are not linked to the College’s network or internet connection.

Your rights over your personal information

• 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/);
  
  • 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 notice

• We keep our privacy notice under regular review. Any changes we make to our privacy notice in the future will be notified to you in ‘News and Announcements’ on the student portal (https://studentportal.wnc.ac.uk/ ).