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How we use your information
This privacy notice tells you what to expect when City College Southampton collects personal information. It applies to information we collect about:
The categories of this information that we collect, process, hold and share include:
Why we collect and use this information
We use student, parent and young person’s data to:
The lawful basis on which we use this information
We hold the legal right to collect and use this personal information relating to students and young people and their parents and guardians and we may also receive information shared from their previous school, LA and or the Department for Education (DfE)/ ESFA. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK Law including:
Further information about why the ESFA requires the college to collect personal data can be found at ESFA Privacy Notice (new window).
Collecting this information
Whilst the majority of student, parental and young person’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.
As an example during enrolment we will ask for consent to be given to share photographs for marketing and publicity materials however we will also insist upon a photograph being taken for an ID Card to help with security and safeguarding. So you may opt out of giving photos for marketing but a photograph is required for your ID Card.
Storing this information
We hold student, parental contact and young person’s data as follows:
For students who apply but do not enrol with the college your records will be deleted after one year. For students under 19 years of age we, or your local authority, may contact you to ensure that you have made alternative plans for alternative education or education with training as this is a statutory duty.
For students who attend college after enrolment – we are contractually required to keep your records for a minimum of six years after your time at college has come to an end to meet funding and audit requirements of the DfE via the ESFA.
Thereafter we will keep a reduced record for future references and to create a historical archive of student details for research purposes.
As good practice the college reviews the retention period of our data in line with the JISC retention schedules for Further Education – further information can be found at JISC (new window).
Who we share this information with
We routinely share students and young person’s information with:
The National Pupil Database (NPD)
The NPD is owned and managed by the DfE and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
The law requires us to provide information about our students to the DfE as part of statutory data collections. Some of this information is then stored in the NPD to show how pupils progress as 16-18 students at key stage 5. The legislation that requires this is the Education (Information About Individual Pupils) (England) Regulations 2013.
To find out more about the NPD, go to National Pupil Database (new window).
The DfE may share information about our students from the NPD with third parties who promote the education or well-being of children in England by:
The DfE has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, Please visit: DfE - How we collect data (new window)
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: DfE_NPD_Contacts (new window)
To contact DfE: Contact DfE (new window)
When individuals apply to work at City College Southampton, we will use the information they supply to us to process their application, manage the recruitment process and to monitor recruitment statistics. We will use contact details to contact individuals as necessary as part of the recruitment process.
Applicant data will be stored on secure servers hosted by City College and also made available in hard copy for short-listing purposes. All hard copy documents are held securely and treated confidentially.
Personal information about unsuccessful candidates will be held for 6 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain anonymised statistical information about applicants to help inform our recruitment activities.
Where we need to disclose information to a third party, for example where we wish to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service we will not do so without informing them beforehand unless the disclosure is permitted by law (i.e the Barred List Check).
The information contained in this will be kept securely and will only be used for internal purposes directly relevant to that person’s employment. In addition to the personal file data will be stored in a range of different place including the organisation HR management systems, payroll systems and in other IT systems (including the organisation e-mail, access, timetabling and student record systems).
City College will process this data to enter into an employment contract with an individual and to meet its obligations under the contract i.e. to pay them in accordance with contractual terms. In some cases we are processing the data to ensure legal complaint i.e. your right to work in the UK, deduct tax, comply with health and safety or statutory returns. In other cases, City College has a legitimate interest in process personal data before during and after the employment relationship allowing us to run recruitment and promotion processes, provide references, respond to and defend legal claims
Once employment with City College Southampton has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
When someone visits www.southampton-city.ac.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third party provider, Eventbrite, to register your attendance for our open events. We gather this information to register attendees as they arrive at our events and to keep them informed of future events and courses that might be of interest to them. This information will be retained for two years and will not be shared with any other organisations. For more information, please visit: Eventbrite Privacy Notice (new window)
People who contact us via social media
We use a third party providers to facilitate our social media interactions.
The college provides communication access via numerous social media platforms. If you send us a private or direct message via social media the message and data may be used by the respective organisations listed below;
Facebook Privacy (new window)
People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
When we receive a complaint from a person we create a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Complaints or queries
City College Southampton tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice does not provide exhaustive detail of all aspects of City College’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Access to personal information
City College Southampton tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations. If we do hold information about you we will:
To make a request to City College Southampton for any personal information we may hold about you, individuals can submit a request in writing which we would prefer was sent via DPO@southampton-city.ac.uk, or in writing to the address provided below marked for the attention of the Data Protection Officer.
Individuals can also request information verbally however, the college will seek to confirm the request in writing to ensure we have understood the request correctly. This will be for our mutual benefit.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 11 May 2021.
How to contact us
or write to:
Data Protection OfficerCity College Southampton St Mary Street Southampton Hampshire SO14 1AR