Your Personal Data and How We Handle It at City College Coventry

At City College Coventry, based in Leeds, safeguarding your personal data is a core commitment. Whether you are a prospective student, a current learner, alumni, staff, or visitor, this Privacy Policy outlines how we handle your personal information, in line with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

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This comprehensive policy details how your information is collected, stored, shared, and protected. It also explains your rights regarding your data and how you can exercise them.

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If you have any queries or require further clarification, contact our Data Protection Officer at: admissions@city-college.co.uk

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1. Admissions and Applications

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1.1 Collecting your application data
When you apply to study with us, we gather key personal details including your name, date of birth, address, previous academic qualifications, references, and in some cases, health or support needs.

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1.2 Assessing your eligibility
Your information helps us evaluate your suitability for a course. We use it to shortlist applicants, invite you to interviews or assessments, and contact you with outcomes.

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1.3 Our legal basis for processing
We rely on public task and legitimate interest as our legal bases. If additional sensitive information is required (e.g., for disability support), we will ask for explicit consent.

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1.4 Referees and education history
In some cases, we may contact previous institutions or referees to validate your achievements or conduct history.

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1.5 Data storage during application
If your application is unsuccessful, we retain your details for 12–18 months for audit and planning purposes, unless you request earlier deletion.

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2. Enrolment and Student Records

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2.1 Establishing your student record
Once you enrol, a secure student profile is created. This record includes your contact information, academic history, course enrolments, attendance, behaviour, and progression data.

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2.2 Learning support and adjustments
If you disclose a disability or specific learning need, we’ll collect additional information to arrange support services or adjustments.

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2.3 Communication preferences
You may select how we contact you about classes, cancellations, events, or services. This can be changed at any time through your student portal.

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2.4 ID verification and biometrics
We may use photo ID, signatures, or biometric data (such as card-based entry logs) to manage campus access and exam registration.

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2.5 Attendance and performance tracking
Your attendance is monitored to ensure engagement and fulfil external funding requirements. Progress data informs feedback and improvement planning.

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3. Financial Information

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3.1 Payment processing
To manage tuition fees, bursaries, and instalment plans, we collect your banking or card details. All transactions are securely processed via regulated third-party providers.

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3.2 Student loans and bursaries
We may share personal and household income information with Student Finance England, scholarship panels, or bursary providers, subject to consent.

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3.3 Debt collection and refunds
Where necessary, details may be shared with approved agencies for debt recovery. Refunds are issued via secure payment platforms.

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3.4 Audit and compliance
Your financial data may be reviewed during internal or external audits, as part of compliance with financial regulations.

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4. Academic Delivery and Support

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4.1 Teaching and assessment
We collect coursework, exam results, attendance logs, learning plans, and tutor feedback to support your academic journey.

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4.2 Online learning tools
Using platforms like Moodle, Microsoft Teams, or Turnitin, user data such as logins, interactions, and submissions are monitored to facilitate learning.

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4.3 Monitoring academic integrity
Anti-plagiarism tools and assessment reviews may involve automated analysis of your submissions for quality assurance purposes.

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4.4 Timetabling and class allocation
We use your course and preference data to generate personal timetables and allocate tutorial groups or workshops.

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4.5 Field trips and enrichment
For off-site activities, we collect emergency contact details, health declarations, and consents to ensure safety.

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5. Careers and Progression Support

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5.1 Guidance and mentoring
Personal data helps our careers team provide tailored support including CV advice, job searches, and mentoring opportunities.

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5.2 Work placements
If your course includes placements, we share necessary details with employers—name, contact, study programme, and support needs.

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5.3 UCAS and HE progression
We assist with applications to higher education by supplying references, predicted grades, and subject details to external providers.

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5.4 Graduate destinations
We may contact you post-graduation to collect data on your employment, training, or further study outcomes for statistical purposes.

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6. Health, Safety, and Safeguarding

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6.1 Emergency contact details
These are collected to respond promptly in cases of illness, accident, or urgent communication needs.

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6.2 Health declarations
If you inform us of a medical condition, allergy, or support need, we’ll store this data securely and use it only where necessary.

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6.3 Safeguarding concerns
We are legally required to process and sometimes share personal data to protect individuals at risk, including with social services or law enforcement.

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6.4 Campus safety systems
Security cameras (CCTV) and access control systems record movements in key areas for crime prevention and safety.

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6.5 Incident reporting
Details of accidents or behavioural incidents are stored in line with legal retention standards and may be shared internally.

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7. Alumni Engagement

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7.1 Maintaining alumni networks
With your permission, we retain your name, email, and graduation details to invite you to events or provide networking opportunities.

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7.2 Careers after college
We may offer alumni-specific career support, including job boards, short courses, and mentoring.

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7.3 Fundraising and sponsorship
From time to time, we may contact you about supporting college initiatives. You can opt out at any time.

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7.4 Updating your details
You can update or remove your alumni profile by contacting: admissions@city-college.co.uk

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8. Marketing and Communications

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8.1 Collecting consent
We only send promotional emails, surveys, or newsletters if you have opted in. Consent can be withdrawn at any time.

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8.2 Photography and video
We may take photographs or video at events. Notices will be displayed, and permission will be requested where required.

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8.3 Digital marketing tools
We may use systems like Mailchimp or Google Ads. These platforms have their own data protection policies and agreements.

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8.4 Social media
Images or quotes may appear on our social platforms. We obtain explicit consent when sharing identifiable information.

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8.5 Opt-out options
You can unsubscribe from marketing communications via links in emails or by contacting: admissions@city-college.co.uk

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9. How We Use Cookies and Website Analytics

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9.1 What cookies are
Cookies are small text files that enhance user experience. They remember your settings and track usage patterns.

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9.2 Types of cookies used
We use necessary cookies for site function, analytics cookies for improvement, and preference cookies for accessibility features.

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9.3 Controlling cookies
You can disable cookies in your browser settings. Our site will still function, but some features may not work fully.

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9.4 Website analytics
We use Google Analytics to gather anonymised data on page visits, time spent, and device types to improve the website.

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9.5 Third-party content
Embedded content (e.g., YouTube) may collect data independently. Their privacy policies apply when you engage with their services.

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10. Your Data Rights

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10.1 Right to access
You can request a copy of the personal data we hold about you.

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10.2 Right to rectification
If any of your data is inaccurate or outdated, you may request correction.

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10.3 Right to erasure
In some cases, you may ask us to delete your data where it is no longer necessary.

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10.4 Right to restrict processing
You can request we limit the use of your data while objections or concerns are investigated.

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10.5 Right to data portability
We can provide your data in a format that you can share with another provider or institution.

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10.6 Right to object
You can object to data processing for marketing or profiling purposes.

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10.7 Raising a complaint
If you believe your rights have been violated, contact the UK Information Commissioner’s Office (ICO).

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11. Changes to This Policy

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We update this policy periodically. Updates reflect regulatory changes, system upgrades, or new services. Please check our website regularly.