Cheshire College South and West takes the protection of your personal information very seriously. For the purposes of the Data Protection Act the data controller is Cheshire College South and West. Our ICO registration is: ZA309926. The following statements outline the data we collect and why and who this may be shared with.
We will collect and process your name, address, date of birth, gender, nationality, parent/guardian contact names, phone number, email address, learner support needs, medical information, education history, qualifications, references, ethnic origin, employment history, attendance data, and other relevant information for the purposes set out below.
We will use your details for the fulfilment of the College’s contractual relationship with its Learners and for our public task to deliver educations programmes, this includes to determine and apply admissions criteria, process applications for admission, and monitor overall Learner numbers.
We will ask for details of any criminal convictions or offenses. We do this to identify any learners who may need additional support and in some cases review whether a learner may pose a risk to the safety or security of other learners, teachers or our premises. In some cases, we may reject a learner’s application due to a disclosure but this is rare and we have a panel that would meet to review each case before this decision is made. If a learner declares a criminal record or a DBS reveals a criminal record which is likely to cause the learner to be unable to complete some mandatory element of the course, a place cannot be offered. This data is kept securely and separate from general learner records and is only available to identified staff from the safeguarding team. If you don’t provide information about an criminal conviction or offense and this is later disclosed to us it may result in removal from a specific course or exclusion from the College.
Parents/guardians, Schools, Colleges, Local Authorities, Youth Support and associated services may contact us to request that we confirm the status of a Learner’s application and the course they have applied for. We will share this information unless you inform us not to, please contact the Admissions Team, email: info@ccsw.ac.uk.
We will use your details to fulfil our learning agreement with you and for our public task to deliver educations programmes. We will use your information for setting assessments, marking/grading assessments, reviewing marks/grades awarded in response to notifications of mitigating circumstances, conducting meetings of examination boards, determining awards and classifications.
The Learner Services Team will use the information gathered to identify support needs and any required reasonable adjustments. Where appropriate support plans will be negotiated with the Learners and shared with identified staff to inform teaching and support strategies. The Learner Services Team will receive Education, Health and Care Plans and other educational and/or medical documentation from parents, schools, health professionals and local authorities and will identify College staff who these will need to be shared with.
To enable the Learner Services Team to fully support Learners they may actively contact parents and other relevant professionals to make a request for information relating to educational support needs. These will be shared with the College to help inform support plans. These plans will be shared with identified academic and support staff.
For learners under 18 at the time of application, learners with additional needs or those attending 16-19 programmes the College will contact named parents/guardians to discuss academic progress, attendance, welfare concerns and conduct for the duration of your course. This may include by phone, email, online account or through face-to-face meetings. You can request that we do not contact your parents; however, there are some cases where we may still need to do so or may be required to disclose certain information by law.
Where you are undertaking an Apprenticeship course whilst working for an employer we will share your name, address, progress, attendance, learning plans, progress in learning, assessment plans and qualification results with your employer. Your employer will also share relevant information with us. In this the College and the employer are each acting as Data Controllers and you should review the employers Privacy Notice and Data Protection policies (where appropriate).
We will process Learners’ name, date of birth, parent’s details, emergency contact details, course details and any health, well-being and educational needs so that we can facilitate a work experience placement. We will use this information to confirm Learner placement details with their parent and the employer. We will also use the details to conduct risk assessments on placements and monitor attendance. We will share this personal data with the prospective work experience employer and with Changing Education support the delivery of our work experience programme and provide work experience software.
Where learners are enrolled on programmes of study which are delivered by both the College and a University Partner leading to an award from the University, the College and the University will process the learner’s details for the following purposes:
The College will also ask for information about health problems, such as allergies, conditions such as asthma or diabetes and recording that a Learner is pregnant. We will use this information to cater for special dietary needs, so that we can respect and facilitate a Learner’s religion, for health and safety reasons including prior to taking Learners on a field trip and as part of pastoral duties. This information will be used to inform support plans which will be shared with the appropriate staff.
We may share this personal data with third parties such as another College where a Learner is taking part in an exchange program. Where appropriate we will ask for explicit consent to process this information; however, we may also rely on other legal basis to process this information including processing the data to protect the Learners or another individual’s vital interests.
We will also collect details about learning difficulties or disabilities where you apply for financial support or a bursary.
The Careers Team at Cheshire College South and West collect your personal details (Name, address, contact details, date of birth, employment status and qualification levels) so that we can tailor the services and advice and guidance we offer to you.
We collect and use your information for the following purposes:
The College collects and processes personal details so that we can deliver the Supported Internship programme to you and facilitate your time as a learner at the College.
We will share this personal data with other staff at the College to administer this programme and meet your needs. We will also share your details including personal contact details and health and support needs (as detailed in your Education Healthcare Plan) with your Job Coach and the organisation who they are employed by Grow & Achieve (for Ellesmere Port learners) and the Rossendale Trust (for Crewe learners).
We will share your name, address, progress, attendance, learning plans, progress in learning, assessment plans and qualification results with the employer who you are completing your Internship with. Your employer will also share relevant information with us. The College and the employer are each acting as Data Controllers and you should review the employers Privacy Notice and Data Protection policies (where appropriate). We will also contact named parents during your course to discuss academic progress, attendance, welfare concerns and conduct.
The College uses sub-contractors for the delivery of some of its courses and programs. As such these third parties have access to Learner personal details including name, address, date of birth, gender, nationality, parent/guardian contact names, phone number, email address, learner support needs, medical information, education history, qualifications, references, ethnic origin, employment history, attendance data, and other relevant information.
Appropriate contracts will be implemented with these sub-contractors as data processors to ensure they process personal data in line with the law.
The Education and Skills Funding Agency (ESFA) is an executive agency of the Department for Education (DfE). Data about you will be supplied to ESFA for the purposes set out in their Privacy Statement available here: link
Every year the College provider will send some of the information it holds about you to the Higher Education Statistics Agency Limited (HESA). HESA is the official source of data about UK universities, higher education colleges, alternative HE providers, and recognised higher education courses taught at further education institutions in Wales. HESA is a registered charity and operates on a not-for-profit basis. Data about you will be supplied to HESA for the purposes set out in their Privacy Statement available here: link
The College may share personal details including name, attendance details, courses completed and results with Higher Education providers and/or employers on receipt of a reference request.
We will collect bank details if we need to administer any charges or refunds relating to courses or training programs. We may also process your bank details and information about Income Support, Universal Credit, Employment Support Allowance and Disability Living Allowance or Personal Independence payment where you apply for or receive financial support or a bursary. We will share your name with the College bank if there is a problem with the payment, and our auditors have access to our payment records.
We will collect the names, addresses and contact details of Learners and Learner parents/guardians who apply to use the college transport services. We collect this data to ensure the safe arrival of all our Learners. For example, we may contact you or your parent/guardian in the event of some disruption to services or due to an emergency, bad weather or accident. We will share a passenger list with the bus companies so that the drivers can check Learner ID and bus passes on embarkation. A photo of learners may sometimes be shared with the bus company/driver so that they are aware of learners with any additional needs or if a learner is not permitted to use transport services e.g. due to issues with behaviour.
We may pass the personal details of individuals who have not paid the course fees or other payments owed to the College to debt collection agencies who act on our behalf so that they can retrieve the outstanding amount owed.
The College uses CCTV on its premises and will also collect your photograph for the purpose of identifying and protecting our Learners, staff and premises. This data may be shared with the Police and other agencies where the College is required or permitted to do so by law.
Your photograph or video may also be taken and used as part of promotion of the College events or activities taking place at the College. You will be informed if photographs or video is being taken so you can refrain from being include if you wish to.
Where you have previously studied at the College or commenced an application process, then we may send you information about future courses and learning opportunities 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 an unsubscribe).
Where you become a member of the gym or use any of the College exercise facilities for recreational use we will ask you to provide your personal details alongside completing a health questionnaire.
If you use any of our facilities including acting as a model or receiving massage treatments, we will collect your personal information including any health related information that we may require.
Depending on the age of your child at the start of their studies and the course they attend we will require them to provide your (parent/guardian) name, email and phone number. We collect this information to support the communication with potential Learners during the application process and to keep you informed about your child’s performance and attendance.
We will also use the contact details of our learner’s parents/guardians to send postal marketing materials highlighting the range of courses and qualifications offered by the College and the career options that may be available to the learner. If you do not wish to receive such marketing materials, please contact us to opt out.
Our purpose for processing this information is to assess your suitability for a role you have applied for and to help us develop and improve our recruitment process.
The lawful basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.
If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 the lawful basis we rely on for processing this information is article 6(1)(c) to comply with our legal obligations under the Act.
The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnicity information is article 9(2)(b) of the GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights. And Schedule 1 part 1(1) of the DPA2018 which again relates to processing for employment purposes.
We process information about applicant criminal convictions and offences. The lawful basis we rely to process this data are Article 6(1)(e) for the performance of our public task. In addition we rely on the processing condition at Schedule 1 part 2 paragraph 6(2)(a).
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will not be provided with your equal opportunities information if you have provided it.
Candidates are asked to provide proof of identity and qualifications at the interview. Photocopies of original documents are only retained if the candidate is successful.
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and assess suitability for the role.
You will therefore be required to provide:
The College will request you attend campus to have a photograph taken prior to your employment commencing. This photograph will be used for your ID Badge, our internal staff directory (Phonebook) and on your Office365 account.
Upon commencement of your employment, we will also ask you for the following:
Our contract of employment requires all staff to declare if they have any potential conflicts of interest, other employment or engagement. If you complete a declaration, the information will be held on your personnel file.
The College uses an emotional intelligence assessment tool to assess leadership staff and uses the outcomes of this tool to support professional development. The completion of the assessment is optional and the College/ Thomas International Limited relies on your consent to process this data. Once you complete an assessment Thomas International Limited is also acting as a Data Controller in relation to your personal data and you should review their privacy notice which is available here: https://www.thomas.co/privacy-notice/
Cheshire College South and West will collect and record you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for information in support of your application. We will also keep on file proof of your identity e.g. original documents such as passport or driving licence and proof of qualifications. You may be asked to complete a criminal records declaration to declare any convictions. We may also ask about any disability, health issue or factor which may affect your ability to work with us. We will share the required personal details of our Governors with the Office for Students.
We collect the personal information of you, your child/children and other parents/carers and emergency contacts. This will include name, address, contact details and any medical issues including medication and allergies. We process this information for fulfilment of our contract with you for delivering childcare services and also may process this data for the purpose of safeguarding.
We will ask for your consent to take photographs of your child/children and for your consent to share these on our website, on social media and in any communications or promotional materials.
We are required by law to share personal information with the Cheshire East Safeguarding Board (CHECS) in the event of any safeguarding concerns.
The College uses CCTV on its premises and may collect your photograph for an ID card (where appropriate) for the purpose of identifying and protecting our Learners, staff and premises. This data may be shared with the Police and other agencies where the College is required or permitted to do so by law.
We will collect your name, the organisation you represent, contact details and in some cases vehicle registration when you visit our premises.
Please also see the section on Covid-19 – Covid-19 Testing by the College for details on how we may process your personal data for the purpose of testing.
The UK is currently experiencing a public health emergency as a result of the coronavirus (COVID-19) pandemic. It is therefore critical that organisations take a range of measures to keep everyone safe.
The College will be collecting and sharing personal information to support the safe management of its campuses and protect its learners, employees, and visitors.
The processing of special category personal data is processed under the provisions Section 9.2(i) of GDPR, and Part 1 of Schedule 1(3) of DPA 2018, where it is in the public interest on Public Health Grounds to ensure we can minimise the spread of COVID in a timely manner and enable us to continue to deliver education services as safely and securely as possible. . This data is processed under the obligations set out in Public Health legislation (Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI)) which allows the sharing of data for COVID related purposes and where it is carried out by a health care professional or someone who owes an equivalent duty of confidentiality to that data.
To enable the Covid-19 testing to be completed at Cheshire College South & West (the College), we need to process personal data of those taking part, including sharing of personal data where we have a legal obligation. The College is the Data Controller for the data required for processing the tests and undertaking any actions which are needed by the college to ensure we meet our public health and safeguarding legal obligations.
If you decline a test, we record your decision under the legitimate interest in order to have a record of your decisions and to reduce unnecessary contact with you regarding testing.
Data Controllership is then passed to the Department for Health and Social Care (DHSC) for all data that we transfer about you and your test results to them. For more information about what they do with your data please see the Test and Trace Privacy Notice. The establishment remains the Data Controller for the data we retain about you.
-Personal Data involved in the process
We use the following information to help us manage and process the tests:
We will only use information that is collected directly from you specifically for the purpose of the tests, even if you have previously provided us with this information.
-How we store your personal information
The information will only be stored securely on local spreadsheets in College whilst it is needed. It will also be entered directly onto DHSC digital services for the NHS Test and Trace purposes.
-Processing of Personal Data Relating to Positive test results
You will be informed of the result by the NHS Test and Trace and advised how to book a confirmatory test. The College will also know the result of the test and will take appropriate steps to support the appropriate isolation process.
We will use this information to enact our COVID isolation processes.
The information will be transferred to DHSC, who will share this with the NHS, GPs. PHE and the Local Government will use this information for wider test and trace activities as well as statistical and research purposes.
This information is processed and shared under obligations set out in Public Health legislation under Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) which allows the sharing of data for COVID related purposes.
This information will be kept by the school/college for up to 14 days and by the NHS for 8 years.
-Processing of Personal Data Relating to Negative test results
We will record a negative result and the information transferred to DHSC, NHS. PHE and the Local Government who will use the information for statistical and research purposes.
This information is processed and shared under obligations set out in Public Health legislation under Regulations 3(1) and (4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) which allows the sharing of data for COVID related purposes.
This information will be kept by the College for up to 14 days and by the NHS for 8 years.
-Processing of Personal Data relating to declining a test
We will record that you have declined to participate in a test and this information will not be shared with anyone.
-Data Sharing Partners
The personal data associated with test results will be shared with:
-Processing of Personal Data Relating to Home Test Kits
The Medicines and Healthcare products Regulatory Agency (MHRA) require that the College keep a test kit log for all tests that are provided for use at home. This is so individuals be contacted in the event of a batch recall, investigations, or issuing of a safety notice.
The information collected is:
The data will be kept for no longer than 12 months from the day of collection and will be deleted from College systems as soon as instructed to do so by DHSC.
For this Test Kit Log the School/College is acting as a ‘processor’ of DHSC and this information will be sent to DHSC as required. For more information about what DHSC do with your data please see their COVID-19 Privacy Notice
More information about data sharing relating to NHS Test and Trace is available here: https://contact-tracing.phe.gov.uk/help/privacy-notice
Where a staff member or learner has notified the College of having tested COVID-19 positive, the college needs to notify the Public Health England (PHE). We will do this by emailing a completed notification record to our local Public Health team(s) which will include the learner ID, surname, date of birth, postcode and learner and parent contact details of any confirmed case, alongside dates of symptoms and test results.
The health protection team will carry out a rapid risk assessment to confirm who has been in close contact with the person during the period that they were infectious, and ensure they are asked to self-isolate. The health protection team will provide definitive advice on who must be sent home.
College has implemented a trained and skilled Covid Response Team who will operate on each campus to respond to a learner or colleague who presents with COVID-19 symptoms, detected either on arrival or throughout the college day.
The College has implemented thermal imaging cameras at all our campuses. On arrival you will be asked to stand in front of the camera which will take your temperature. The cameras do not store or transmit the images.
In the event that an individual shows as having a temperature the Response Team will politely escort the learner/staff member/visitor to a dedicated room where they will be asked again for a temperature, as well as some to confirm their role/course and some basic additional questions about their overall health as follows:
This information will only be collected if an individual is identified as potentially symptomatic with Covid-19 either through our thermal imaging cameras or through direct observation by our staff. This information will only be collected so that the College can make a decision as to whether an individual should remain on our campus. The information will be retained on file for 21 days and then deleted.
The provision of this information is optional; however, if an individual declines to provide some information or does not wish to have their temperature taken and the College suspects that the individual may potentially have Covid-19 we reserve the right to ask that person to leave the College premises.
The College has carefully assessed the privacy implications of Covid-19 data processing including conducting Data Privacy Impact Assessments (DPIA)’s copies of which can be requested from the Data Protection Officer.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data processors are third parties who provide elements of our services for us. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.
Where Learners or staff take part in any international programmes e.g. residential or exchanges their data will be sent overseas (this can include outside of the European Economic Area). Information including: name, address, date of birth or age, emergency contacts, and other relevant information may be shared with any travel organisation e.g. travel agents, hotels or airlines. The information will also be passed to the host school/College/education provider and a host family (where relevant). Staff and Learners will be asked to give their explicit consent to the sharing of data.
Data may also be transferred outside of the European Economic Area by our suppliers for example, where data is to be hosted on IT servers (equipment) located outside the EU. The College shall at all times provide an adequate level of protection for the data processed, in accordance with the requirements of Data Protection Laws.
We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).
As a general guide:
The College has a Retention Procedure which specifically sets out detailed retention timescales. For more information on how long information will be retained please contact our Data Protection Officer.
Data may also be transferred outside of the European Economic Area by our suppliers for example, where data is to be hosted on IT servers (equipment) located outside the EU. The College shall at all times provide an adequate level of protection for the data processed, in accordance with the requirements of Data Protection Laws.
Data Protection law provides the following rights for individuals:Data Protection law provides the following rights for individuals:
To exercise any of the rights above, including to ask for a copy of any of your personal data please contact our Data Protection Officer:
Jessica Pembroke
Legal Advisor and Data Protection Officer
Cheshire College – South & West
Crewe Campus
Dane Bank Avenue
Crewe
CW2 8AB
Email: jessica.pembroke@ccsw.ac.uk
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
You may ask us at any time for information about any personal data we hold about you, or you may request that we correct or delete that information. Where you ask us not to contact you again or to delete information we may need to retain limited information to respect those wishes.
You may ask us at any time for information about any personal data we hold about you, or you may request that we correct or delete that information. Where you ask us not to contact you again or to delete information we may need to retain limited information to respect those wishes.
Where we are relying on your consent as a condition for processing your personal data you may revoke your consent to the processing of your data by contacting us.
We may disclose your personal information in circumstances where we have reason to believe that disclosing this information is reasonably necessary to comply with the law or we have another legal basis to do so.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Cheshire College – South & West tries to meet the highest standards when collecting and using personal information. If you want to make a complaint about the way we have processed your personal information, please contact our Data Protection Officer: Jessica Pembroke, jessica.pembroke@ccsw.ac.uk.
In the event you are not satisfied with the use of your personal data you have the right to contact the data protection regulator, the Information Commissioner’s Office (ICO) https://ico.org.uk/
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Any changes we may make to our privacy policy in the future will be posted on this page.
Statement last updated: August 2021
Listed below are the changes we have made to the privacy notice since July 2021:
Addition of information relating to ECITB (26th August 2021)
