For students, apprentices and applicants

The information that you give us

As part of your application or admission to the college, we will collect personal details from you. This may include: name, address, date of birth, siblings, email address, first and second language, work assessment data, dates of attendance, exam/test results, previous or current education establishment, religion, ethnicity, health information, doctor’s details, parental/carer information, sex-related information, genetic data and special needs details.

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 and to be able to tell other colleges your attendance dates if you leave. We may send you information relevant to your application or your course which we deem legitimate or necessary to your relationship with the college.

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

Generally, the information is processed as part of our public task of providing education to you or activities relating to that education. Sometimes there is a contractual or legal basis upon which we process your data.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest to do so.

There may be some instances where we rely on consent, for example, your marketing preferences and where this is the case we will request your explicit consent, and you will be able to withdraw this if you choose.

While you are a student at the College there may be circumstances where we rely on your consent to capture photographs of you. Click here to view photography guidelines for more information.

For more about lawful bases, you can visit the Information Commissioner’s website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/

How long we keep your personal information?

We keep your information according to the timeframes set out in the College’s Retention and Disposal Policy. This policy is currently under review so please check back soon to read the updated policy. We will destroy all sensitive information within the timescales set out within this policy unless there is a legitimate purpose for us retaining it. We will keep some basic details for statistical, research and historical purposes in the public interest and to ensure we have an accurate record of your study and qualifications.

How we share your personal information?

We will also share your data with the Education and Skills Funding Agency which is an executive agency of the Department of Education. For information on how they manage your data please click the link below.

https://www.gov.uk/government/publications/esfa-privacy-notice/education-and-skills-funding-agency-privacy-notice-may-2018 

For some students, we might communicate with your current, or prior, school or educational establishment in order to communicate your progress. We might also share information with your parents/carers regarding your progress or welfare. You have the right to object to this communication. For apprentices, we might share information with your employer and for students undertaking work placements, we will share information with the organisation where you will be working.

We may also share your personal information with third parties who provide services to the College, for example, The Prince’s Trust, local education agencies and careers guidance services and other third-party organisations involved in training, education, safeguarding or regulation but only if it is relevant and necessary for your education or support and well-being while at the College. Where we share information with third-parties we will ensure there are adequate contractual arrangements in place and that your data is secure.

How we transfer your personal information outside Europe?

There are very few instances where we transfer your information outside of Europe. Examples where this might happen include;

  • Information about international students might be shared with the British Council and anybody within the student’s country of origin which is involved in their education
  • Once you become a student you might make use of the Virtual Learning Environment (VLE). Salford City College uses the Canvas VLE and the servers for this sit outside the EEA. However, Canvas is a member of the Privacy Shield Framework which has been approved for Data Transfers by the EU.
  • There might also be examples where the college makes use of Eventbrite, SurveyMonkey and MailChimp which can all potentially transfer your data to storage areas outside of the EU. All three providers are also members of the Privacy Shield Framework.

You can find out more about Privacy Shield here https://www.privacyshield.gov/welcome

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