Your Privacy

Last Updated May 2018

WMC – The Camden College is committed to protecting your privacy whether you study or work with us.

The Privacy Notice below explains how we use information about you and how we protect your privacy. We also receive funding from various funding bodies and may need to share information with them. This link has more detail on how they handle your information and privacy.

We have a Data Protection Officer who ensures we respect your rights and follow the law. If you have any questions or concerns about how we look after your personal information, please contact the Data Protection Officer, Charlie Coles on: charliec@wmcollege.ac.uk

 

Do you know what personal information is?

Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.

Did you know that some of your personal information might be ‘special’?

Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you may not want widely known and is very personal to you. This is likely to include anything that can reveal your:

  • race;
  • ethnic origin;
  • politics;
  • religion;
  • trade union membership;
  • genetics;
  • biometrics (where used for ID purposes);
  • health;
  • sex life; or
  • sexual orientation.

Why do we need your personal information?

We may need to use some information about you to:

  • deliver our courses to you;
  • manage and secure funding for the courses we deliver;
  • train and manage the staff who deliver those courses;
  • ensure the quality of our courses;
  • help with curriculum planning and new provision;
  • help investigate any worries or complaints you have about the organisation;
  • keep track of spending on services;

How the law allows us to use your personal information

There are a number of legal reasons why we need to collect and use your personal information.

The privacy notices will describe the legal basis for using your personal information, or links to another website which holds this information. Generally, the 2 most common reasons for us collecting and processing your information will because:

  • you, or your legal representative, have given consent
  • you have entered into a contract with us
  • it is necessary for employment purposes

In some circumstances, data may be shared with other organisations where:

  • it is necessary to perform our statutory duties
  • it is necessary to protect someone in an emergency
  • it is required by law
  • you have made your information publicly available
  • it is necessary for legal cases
  • it is to the benefit of society as a whole

If we have consent to use your personal information and it is no longer required for contractual reasons, you have the right to remove it at any time. If you want to remove your consent or further information, please contact the Data Protection Officer.

We only use what we need!

Where we can, we’ll only collect and use personal information if we need it to deliver education or meet a requirement.

If we don’t need personal information for a particular purpose we’ll anonymise the information first before sharing with any other organisation. For example, when we analyse performance gaps for personal characteristics, such as gender or age, we will only use anonymised aggregated data before that information is shared.

If we use your personal information for research and analysis, we’ll always keep you anonymous or use a different name unless you’ve agreed that your personal information can be used for that research.

We don’t sell your personal information to anyone else.

What you can do with your information

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

You can ask for access to the information we hold on you

You have the right to ask for all the information we have about you. When we receive a request from you in writing, we must give you access to everything we’ve recorded about you.

However, we can’t let you see any parts of your record which contain:

  • Confidential information about other people; or
  • Data a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
  • If we think that giving you the information may prevent or detect a crime

This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record (except if one of the points above applies). We are required to reply to you within one month of the request, but we will endeavour to respond more quickly.

You can ask to change information you think is inaccurate

You should let us know if you disagree with something written on your file.

We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.

Please contact Learner services on: enrol@wmcollege.ac.uk 

You can ask to delete information (right to be forgotten)

In some circumstances you can ask for your personal information to be deleted, for example:

  • Where your personal information is no longer needed for the reason why it was collected in the first place
  • Where you have removed your consent for us to use your information
  • Where there is no legal reason for the use of your information
  • Where deleting the information is a legal requirement

Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure.

Please note that we can’t delete your information where:

  • we’re required to have it by law
  • it is used for freedom of expression
  • it is used for public health purposes
  • it is for, scientific or historical research, or statistical purposes where it would make information unusable
  • it is necessary for legal claims

You can ask to limit what we use your personal data for

You have the right to ask us to restrict what we use your personal information for where:

  • you have identified inaccurate information, and have told us of it
  • where we have no legal reason to use that information but you want us to restrict what we use it for rather than erase the information altogether.

When information is restricted it can’t be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it’s for important public interests of the UK.

Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.

You have the right to ask us to stop using your personal information for delivering our provision. However, if this request is approved this may cause delays or prevent us delivering that service to you.

Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law.

You can ask to have your information moved to another provider (data portability)

You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called data portability.

However this only applies if we’re using your personal information with consent (not if we’re required to by law) and if decisions were made by a computer and not a human being.

It’s likely that data portability won’t apply to most of the data collection and processing activities that the College performs.

You have the right to question decisions made about you by a computer, unless it’s required for any contract you have entered into, required by law, or you’ve consented to it.

If you have concerns regarding automated decision making, or profiling, please contact the Data Protection Officer who’ll be able to advise you about how we using your information.

Who do we share your information with?

We work with a number of partners to deliver our courses, ranging from funding bodies, the local authority, the learner records service and student loans company. Where we have these arrangements there is always an agreement in in place to make sure that the organisation complies with data protection law.

When we start a new project, we will conduct a Data Protection Impact Assessment (DPIA) to ensure your information is respected and secure.

Sometimes we have a legal duty to provide personal information to other organisations. This is often because we need to give that data to courts, including:

  • if the court orders that we provide the information; and
  • if someone is taken into care under mental health law
  • We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This is extremely rare, but we may share your information:
  1. in order to find and stop crime and fraud; or if there are serious risks to the public, our staff or to
  2. other professionals;
  3. to protect a child; or
  4. to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them

For all of these reasons the risk must be serious before we can override your right to privacy.

If we’re worried about your physical safety or feel we need to take action to protect you from being harmed in other ways, we’ll discuss this with you and, if possible, get your permission to tell others about your situation before doing so.

We may still share your information if we believe the risk to others is serious enough to do so.

There may also be rare occasions when the risk to others is so great that we need to share information straight away.

If this is the case, we’ll make sure that we record what information we share and our reasons for doing so. We’ll let you know what we’ve done and why if we think it is safe to do so.

How do we protect your information?

We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:

  • Encryption, meaning that information is hidden so that it cannot be readwithout special knowledge (such as a password). This is done with a secret code or what’s called a ‘cypher’. The hidden information is said to then be ‘encrypted’
  • Pseudonymisation / anonymisation, meaning that we’ll use a different name so we can hide parts of your personal information from view. This means that someone could work on your information for us without ever knowing it was yours
  • Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
  • Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)

You can find more details of our Information Security policy here.

Where in the world is your information?

The majority of personal information is stored on systems in the UK. But there are some occasions where your information may leave the UK either in order to get to another organisation or if it’s stored in a system outside of the EU.

We have additional protections on your information if it leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with that third party.

We’ll take all practical steps to make sure your personal information is not sent to a country that is not seen as ‘safe’ either by the UK or EU Governments.

If we need to send your information to an ‘unsafe’ location we’ll always seek advice from the Information Commissioner first.

How long do we keep your personal information?

There’s often a legal reason for keeping your personal information for a set period of time, this can be seen in our data protection policy.

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit ico.org.uk or email casework@ico.org.uk.

 

Cookies and how you use this website

To make this website easier to use, we sometimes place small text files on your device (for example your iPad or laptop) called cookies. Most big websites do this too.

They improve things by:

  • remembering the things you’ve chosen while on our website, so you don’t have to keep re-entering them whenever you visit a new page
  • remembering data you’ve given (for example, your address) so you don’t need to keep entering it
  • measuring how you use the website so we can make sure it meets your needs

By using our website, you agree that we can place these types of cookies on your device.

We don’t use cookies on this website that collect information about what other websites you visit (often referred to as privacy intrusive cookies).

Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you. You can manage and/or delete these files as you wish.

To learn more about cookies and how to manage them, visit AboutCookies.org or watch a video about cookies.

How you use this website (Google Analytics)

We use Google Analytics to collect information about how people use this site. We do this to make sure it’s meeting peoples’ needs and to understand how we can make the website work better.

Google Analytics stores information about what pages on this site you visit, how long you are on the site, how you got here and what you click on while you are here.

We do not collect or store any other personal information (e.g. your name or address) so this data cannot be used to identify who you are.

We also collect data on the number of times a word is searched for and the number of failed searches. We use this information to improve access to the site and identify gaps in the content and see if it is something we should add to the site.

Unless the law allows us to, we do not:

  • share any of the data we collect about you with others, or
  • use this data to identify individuals

Other people’s cookies

We use videos from YouTube and feeds from other websites such as Facebook and Twitter. These websites place cookies on your device when watching or viewing these pages.

Below are links to their cookie policies:

Turning off cookies

You can stop cookies being downloaded on to your computer or other device by selecting the appropriate settings on your browser. If you do this you may not be able to use the full functionality of this website.

There is more information about how to delete or stop using cookies on AboutCookies.org. You can also opt out of being tracked by Google Analytics.

Further guidance on the use of personal information can be found at ico.org.uk.