Data Protection Privacy Notice for Students
This Privacy Notice Applicable to all (former/current/prospective) students (“you”,“your”). Students’ privacy is important to us, and it is our top priority to ensure safetyand security. London Churchill College (“LCC”, “we”, “our”, “us”, “the College”) is thedata controller for your personal data. This notice will explain how theLCC processes student information in accord with the General Data ProtectionRegulation (“GDPR”) and the Data Protection Act 1998 (“DPA”).
What is personal data/personal information?
Personal data means any information relating to an identified or identifiable livingperson. An identifiable person is one who can be identified, directly or indirectly, by anidentifier such as a name, identification number, online identifier or to one or morefactors specific to the physical, physiological, genetic, mental, economic, cultural, orsocial identity of that person. Processing is any activity carried out involving personalinformation, including holding and storing it in any format, both digital and hardcopy.
How we collect your information?
from the information you provide to us when you interact with us before joining, forexample:
- when you express your interest in studying at LCC by application;
- contact us via email, telephone, post, social media or in person;
- register for an event;
- make an enquiry;
- respond to a questionnaire;taking part in survey;
- volunteer with the College;
- from funding organisations;
- from third parties, i.e., your previous educational institutes or employers who may provide a reference.
What type of data or information do we collect?
LCC accumulates and processes information relating to its students, including images,personal details, family and social circumstances, education and training records andfinancial information in relation with funding organisation.
In some instances, LCC may collect and process what may be considered ‘sensitivepersonal data’ as described under the DPA and ‘special category personal data’ asdescribed under the GDPR.
Why we collect and process your data?
LCC collect and process data for administrative and educational purposes. Theseinclude:
- To administer the aspects of your application, studies, academicprogress, and student record.
- To interact with your queries including the college administrative andacademic process such as- admissions; attendance; equality anddiversity; appeals, complaints, and discipline; assessment andfeedback; health and safety.
- Providing advice and support in academic, pastoral, careers, or othermatters. This includes interactions with a student support and wellbeingservice
- Compiling records and statistics for research and audit purposes andmanagement information.
- Communications with students (including by electronic means) relatingto timetable changes, security incidents, campus evacuation, collegeevents, alumni events, employment forum etc.
- To undertake analytics, analysis, and research so that we may improvethe services offered by lcc.
- Disclosures to relevant external bodies needed in the course of funding, auditing, accreditation, or quality review of the college’s activities, suchas- hesa returns, dlhe survey, nss survey.
The basis for processing your information
All processing of personal data shall be completed in a lawful, fair, and transparentmanner.
We may process your personal data because it is a condition of student enrolmentthat they agree to the college processing certain personal information as part of itsstatutory obligations. Additionally, the college may also process some information thatis categorised as “special category personal data”. This information may be requiredto comply with certain government or funding body regulations.
The college seeks the consent of the individual with whom the data is concerned priorto completing any processing that cannot be considered part of its duty as a publicauthority. This may include the consent to receive direct marketing. When seeking consent from an individual, the college will always ensure that it isunambiguous and that it involves a clear affirmative action by the individual. Requestsfor consent shall include:
- The name of any third-party controllers who will rely on the consent.
- an explanation as to why the college would like the requested data andhow it shall be processed.
- information to the individual on how to withdraw their consent at anytime.
- consent shall never be a precondition to enrolment or employment at thecollege.
Who we share personal data with
We may share your data with other departments within lcc only where necessary, such as for the delivery of alumni or development services. For the purposes referred to in this privacy notice, we may share your personal datawith certain third parties. For example:
- Third parties who work with us to provide student support services (e. G. , counselling, ); organisations operating anti-plagiarism software on ourbehalf such as turnitin®, internal and external auditors.
- Current or potential education providers, employers (e. G. , referencepurpose).
- Government departments and agencies where we have a statutoryobligation to provide information (e. G. , the office for student (ofs), higher education funding council for england (hefce), the highereducation statistics agency (hesa), the home office, council tax andelectoral registration officers at relevant local authorities, crimeprevention or detection agencies (e. G. , the police, the department forwork and pensions and trading standards).
How we keep data secure
All of your personal data store at a destination within european economic area(eea)under the gdpr regulations.
We will never give, rent, or sell your data to anyone else, nor will we make use of itourselves for any purpose other than those described above. Firewall and network security systems are embedded to protect your information. Databases are further protected by access restrictions. Key information (including yourpassword) is encrypted when stored. Our systems are constantly updated and testedto ensure this security is maintained.
How long we keep personal information
Lcc will retain your personal data if necessary for the purposes described above. Please note that after completion of your studies lcc may still hold your personal datafor a period to satisfy statutory/legal obligations and/or to meet administrativerequirements.
Lcc has its retention schedule for student data. This schedule indicates how long thecollege can retain your data, i. E. :
|Record Type||College retention period|
|Handling of Application: successful applicant||Completion of course duration plus 6 years|
|Handling of Application: Unsuccessful applicant||Current academic year plus 1 year|
|Registration of students||From the date of completion/ withdrawal/ Termination plus 6 years|
For detailed information on retention schedule please contact us on email@example.com
Under the DPA, you have the following rights:
- to obtain access to, and copies of, the personal data that we hold aboutyou.
- to request that we cease processing your personal data if the processingis causing you damage or distress.
- to require us not to send you marketing communications.
- to request us to correct any incorrect personal data we hold about you.
GDPR came into effect in the UK in May 2018, which gives you the following rights:
- to request us for erasure of your personal data.
- to request us to restrict our data processing activities.
- where our processing is based on your consent, you may withdraw thatconsent, without affecting the lawfulness of our processing based onconsent before its withdrawal.
- to receive from us the personal data we hold about you which you haveprovided to us, in a reasonable format specified by you, including foryour transmission of personal data to another data controller.
- to object, on grounds relating to your situation, to any of our processingactivities where you feel this has a disproportionate impact on yourrights.
Please note that the above rights are not absolute, and we may be entitled to refuserequests after careful consideration of any exceptions that may apply.
You have a responsibility to keep your personal details accurate and up to date andyou should notify the College of any changes.
How to exercise your data rights
You have the right to request access to, copies of and rectification or erasure ofpersonal data held by the College and to object to processing by contacting DataProtection Officer (DPO). We will explain any possible consequences of doing so inany case if you contact us to withdraw consent.
Data Protection Officer
Telephone: +44 (0) 2073771077
If you have any issues about this statement or the way LCC has handled your personalinformation, please contact the College Data Protection Officer in the first instance.
If you are dissatisfied with the college response, you can further communicate to theInformation Commissioner’s Office. More general information on Data Protection isavailable at http://www.ico.org.uk
Our Privacy Notice is under regular review and any updates will be posted on thiswebpage. Contact the Data Protection Officer if you have any questions.
Please contact the DPO if you require any further information.