Privacy Notice

The Information We Collect About You and Why We Collect It
As part of your visit to the Digital Skills Academy we may store and use your personal details and information about your visit for the purposes of managing and operating that department.

The personal details and information required to book your visit are as follows:

Full name
Phone number
Address
Email
Vehicle registration (MOT and Servicing only)

We also use CCTV at our buildings for the purposes of crime prevention, security and health and safety and, accordingly, will capture imagery of visitors to the College (please see Visitor (including CCTV) Privacy Notice that covers this).

The Legal Basis on Which We Collect and Use Your Personal Information
We process this information on the basis of a contract for services.

How Long We Keep Your Personal Information
As this information falls under the financial regulations of the Digital Skills Academy we have a statutory requirement to keep it for six years following the financial year-end the transaction occurs in.

How We Share Your Personal Information
We will not share the personal information that you give us with any other organisations.

How We Transfer Your Personal Information outside Europe
We do not store or transfer your personal data outside Europe.

Automated Decisions We Take About You
We do not make automated decisions using this information.

Your Rights
You have a number of rights over your personal information, which are:

The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used; please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.
The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine-readable format.

Changes to Our Privacy Policy
We keep our privacy policy under regular review and will update it from time to time to make sure it remains up-to-date and accurate.

The Information We Collect About You and Why We Collect It
This notice sets out how we use your personal information as your employer or when you apply for a job with us. We will collect personal information from you when you apply for a job with us. This will include your:

Name
Address
Telephone number
Email
Date of birth
DofE number
NI number
Current employment details including job title
Start and end dates
Current salary
Notice period
Reason for leaving
All past employment details
Education details
Interests
Whether you are related to any Digital Skills Academy personnel or a Corporation Member / co-optee
References
Special arrangement details for interview
Criminal record details
Disclosure Barring Service check, including European Economic Area (EEA) check
Prohibition from Management check
Prohibition from Teaching check
Check of Barred List / List 99
Pre‑employment Health Questionnaire/Medical Report.

We will collect personal information from you when you are a new starter and become a Digital Skills Academy employee. This will be your:

Name
Marital status
Previous surname(s)
Address
Date of birth
Occupation/department
Type of employment
Phone number
Email addresses
NI number
Start date
Next of kin and contact details
Bank details
Pension details
Statement about employment
Student loan details
Offer letters
Employment terms and conditions
Changes to your terms and conditions
Certifications / qualifications
Disciplinary
Grievance
Capability
Job descriptions
Sickness absences
Maternity / paternity / adoption information
Accidents and injuries at work
Working time information
Annual leave records
Recruitment information
Photo
Payroll details
Gender
Flexible working
Exit interviews
Return to work notifications
Parental leave request forms
Appraisal/performance
Bank account number
Sort code
Disqualification information
Sickness absences
Medical information

The Uses Made of Your Personal Information
We will use your personal information set out above as follows:

for the recruitment process and for carrying out pre‑employment checks;
for safeguarding students;
for checking your identity and right to work in the UK;
for checking your qualifications;
to keep an audit trail of the checks we have made and our relationship with you in case of employment claims;
to set up payroll and pension and to reimburse expenses;
for dealing with HMRC;
for communicating with you, including for marketing purposes;
for carrying out our role as your employer or potential employer.

We treat your personal information with confidentiality and we do not use it for any other purposes.

The Legal Basis on Which We Collect and Use Your Personal Information
We collect and use your personal information on the basis that it is necessary for performing our employment contract with you, or it is necessary to take steps before entering into the contract with you.  We also collect and use your personal information on the basis that we need to do so in order to comply with our legal obligations.

Where we collect your special category personal information, we do this on the basis that it is necessary for the purposes of carrying out our obligations in the field of employment law.  Special categories of personal data are personal data that reveal a person’s racial or ethnic origin, political opinions, religions or philosophical beliefs, trade union membership, genetic data (i.e. information about their inherited or acquired genetic characteristics, information about their physical, physiological or behavioural characteristics (such as facial images and fingerprints), physical or mental health, sexual life or sexual orientation and criminal records).

How Long We Keep Your Personal Information
We will not keep your personal information for longer than we need it for the purposes we have explained above.

When you apply for a job with us, but your application is unsuccessful, we will keep your personal information for six months.

When you are an employee, we will keep your personal information for as long as you work with us and then after you leave, we will keep your personal information for between zero and six years depending on the nature of the personal information and in line with our statutory obligations.

Personal information in regards to trade unions will keep your twenty years after you leave.

How We Share Your Personal Information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

We may also share your personal information with third parties who provide services to the Digital Skills Academy.

We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.

How We Transfer Your Personal Information outside Europe
We do not store or transfer your personal data outside Europe.

Your Rights Over Your Personal Information
You have a number of rights over your personal information, which are:

The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used. Please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.
The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine‑readable format.

Changes to Our Privacy Policy
We keep our privacy policy under regular review.  Any changes we make to our privacy policy in the future will be notified to you by email.

The Information We Collect About You and Why We Collect It

Enrolment and Administration
As part of your enrolment into the Digital Skills Academy, we may collect your personal details including:

Name
Current address (and previous if moved within 3 years)
Date of birth
Email address
Phone number
Gender
National Insurance Number
Nationality
Whether or not you are in care
Emergency contact details including an email address
Previous attendance
Ethnicity
Employment situation
Work assessment data
Dates of attendance
Exam/test results
Criminal record
Special Educational Needs and Disabilities details.

As part of the Digital Skills Academy administration, we may collect further personal and educational details including:

Exam results
Attendance
Union membership
Sports team membership
Sibling details
Photo
First and second language
Work assessment data
Religion
Health records/conditions (including mental health)
Doctor’s details
Behaviour record
Sex-related data.

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
To be able to tell other colleges your attendance dates if you leave
Information for making registers
Class lists
Trip lists
Communications
Reports
Employer information (for example for apprentices and day release students
To identify pupils who cannot be used for marketing photos

The Legal Basis on Which We Collect and Use Your Personal Information
Generally, the information is processed as part of our public interest task of providing education to you.

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

How Long We Keep Your Personal Information
Learner records (including enrolment forms, transfers, withdrawals, disciplinary, appeal, and exams data) will keep for six years after the academic year to which it relates.

Student work (portfolios, coursework, projects) will be disposed of in the year following the academic year to which it relates.

Any personal data held other than learner records and student work (and as covered by this privacy policy) will be kept for two years following the academic year to which it relates.

How We Share Your Personal Information

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

We may also share your personal information with third parties who provide services to the College.

We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.

How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.

Finance
In order to manage the financial affairs of the Digital Skills Academy we collect and hold the following information about you:

Funding information
Bank details

The Uses Made of Your Personal Information
We will use your information:

To ensure your place is appropriately funded
To make payment to you
To receive payment from you

The Legal Basis on Which We Collect and Use Your Personal Information
Generally, the information is processed as part of our public interest task of providing education to you.

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

How Long We Keep Your Personal Information
This information will keep for six years after the academic year to which it relates.

How We Share Your Personal Information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

We may also share your personal information with third parties who provide services to the College.

We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.

How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.

Teaching
As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create as well as anything that is required for the completion of your course.

In addition, when you use the IT systems we provide you with access to, we will process the data you input.

The Uses Made of Your Personal Information
We will use your information for the purposes of teaching you and measuring your achievements.

The Legal Basis on Which We Collect and Use Your Personal Information
Generally, the information is processed as part of our public interest task of providing education to you.

How Long We Keep Your Personal Information
Student work (portfolios, coursework, projects) will be disposed of in the year following the academic year to which it relates.

How We Share Your Personal Information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.

How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.

Marketing
For marketing purposes we collect:

Names
addresses
dates of birth
email addresses
former school information
year group

The Uses Made of Your Personal Information
We will use your information to:

to develop new products and services
for market research
to communicate useful information such as event details, new course information and other promotional materials

The Legal Basis on Which We Collect and Use Your Personal Information
Where you have previously studied at the College or commenced an application process with us before, then we will send you information about the courses 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 own unsubscribe).

Any other marketing we carry out will be on the basis of consent.

How Long We Keep Your Personal Information
If the marketing has been carried out on the basis of our legitimate business interests then personal data will be held until the year following completion of your course.

If the marketing has been carried out on the basis of consent then personal data will be held until the consent is removed or within the year following the completion of your course, whichever is earlier.

How We Share Your Personal Information
We may share your personal information with third parties who provide services to the Digital Skills Academy.

We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.

How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.

Will We Monitor Your Use of The Digital Skills Academy’s Computers

We keep an eye on how you use the Academy’s equipment and computers and what websites you go on when you are browsing the internet at Academy. This is because we have legal obligations to protect you, and we also have a legitimate interest in making sure you are using our computer equipment correctly and that you are not looking at any inappropriate content.

If you want to browse the internet privately, you will need to use your own devices which are not linked to the College’s network or internet connection.

Your Rights Over Your Personal Information
You have a number of rights over your personal information, which are:

The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used. Please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.

The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine-readable format.

Changes to Our Privacy Policy

We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be notified to you by email.

The Information We Collect About You and Why We Collect It
As part of your visit to the Digital Skills Academy, we store and use your personal details and information about your visit for the purposes of managing and operating the Academy. The personal details and information required to book your visit are as follows:

Full name
Email
Company
Vehicle registration (optional)

We also use CCTV at our buildings for the purposes of crime prevention, security and health and safety and, accordingly, will capture imagery of visitors to the Digital Skills Academy. CCTV cameras cover some interior and exterior parts of the buildings.

The Legal Basis on Which We Collect and Use Your Personal Information
Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:

we have a legitimate interest in wishing to interact with you to manage and operate effectively our Digital Skills Academy and to ensure that the Academy is safe and secure for all persons visiting; and to be able to do so, we need to understand the details of who is in the building and to be able to communicate with them.

Where we are required by law to hold certain records, then we collect and hold those records to comply with that legal obligation.

How Long We Keep Your Personal Information
Visitor information is kept for 28 days.

CCTV recordings are kept for 7 days.

How We Share Your Personal Information
We may share the personal information that you give us if there is a lawful reason for the request as shown below.

How We Transfer Your Personal Information Outside Europe
We do not store or transfer your personal data outside Europe.

Automated Decisions We Take About You
We do not make automated decisions using this information.

Your Rights
You have a number of rights over your personal information, which are:

The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used, please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.
The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine-readable format.

Changes to Our Privacy Policy

We keep our privacy policy under regular review and will update it from time to time to make sure it remains up-to-date and accurate.

The Information We Collect About You and Why We Collect It

This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations.

For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by the ESFA. Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.

Your information may be used for education, training, employment and well-being related purposes, including for research. The DfE and the English European Social Fund (ESF) Managing Authority (or agents acting on their behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.

Your information may also be shared with other third parties for the above purposes, but only where the law allows it and the sharing is in compliance with data protection legislation.

Further information about the use of and access to your personal data, details of organisations with whom we regularly share data, information about how long we retain your data, and how to change your consent to being contacted, please visit: https://www.gov.uk/government/publications/esfa-privacy-notice

Cookie Policy
This section will explain what cookies are, how our website uses cookies to improve the visitor experience and how you can manage cookies placed onto your computer.

What are Cookies?
Cookies are small text files that download to your computer, tablet or phone when you visit a website. They are widely used to make websites work and improve a user’s browsing experience. They also provide information to the owner of the website. We use the following types of cookies on our website:

Marketing Cookies – are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers.

Analytics Cookies – help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.

Unclassified Cookies – we are in the process of classifying, together with the providers of individual cookies.

For a full breakdown of the cookies used on this website, click the ‘Cookie Setting’ button at the bottom right hand corner of the webpage and click ‘Cookie Settings’.

How do I change my cookie settings?
You can change your cookie settings at any time by clicking the ‘Cookie Settings’ button in the bottom left corner of your window browser. Please note, that by disabling some cookies you may render the functionality and performance of our website.

To find out more about Cookies, please visit the following links:
https://ico.org.uk/your-data-matters/online/cookies/
https://www.allaboutcookies.org/cookies/