Milton Keynes College Privacy Policy

This privacy notice has been prepared in accordance with the UK General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018 and explains what happens to any personal data that you provide to us, or that we collect from you whilst you visit our site.

We do update this policy from time to time so please do review this policy regularly.

Milton Keynes College is the “controller’ of the personal data you provide to us. We are registered with the Information Commissioner’s Office (ICO), registration number: ZA206718

We have data protection policies in place to oversee the effective and secure processing of your personal data.

Contacting us

You can contact our Data Protection Officer in writing or by email:

Data Protection Officer
Chaffron Way Campus
Woughton Campus West,
Leadenhall,
MK6 5LP
Tel: 01908 684444
dpo@mkcollege.ac.uk

Types of information collected

Visitors to the website:

When you visit our website, we ask your consent to use traffic log cookies.

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps us analyse web traffic. Cookies also allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Our cookies help us to:

• Make our website work as you’d expect
• Improve the speed/security of the site
• Continuously improve our website for you.

We do not use cookies to:

• Collect any personally identifiable information (without your express permission)
• Pass data to advertising networks
• Pass personally identifiable data to third parties
• Pay sales commissions.

You can choose to accept or decline cookies, though declining cookies may prevent you from taking full advantage of the website.

Registering for updates

If you register for updates from us, we will collect your name, contact details, and the things you are interested in hearing about.

This information is stored in our marketing database, and you can opt out of this at any time.

General Enquiries

If you complete our enquiry form, we collect your name and contact details, and the details of your enquiry.  This information is then passed to the relevant department or person for a response.

Applying for courses/enrolling

If you apply for a course, we collect more detailed information:

Name, Sex, Gender, Contact Details (including full address), Date of Birth, Nationality (as on passport), Ethnicity, Country of Residence, Disability status, Criminal Convictions, Education History/Qualifications, Statement about Aspiration or Plans for College.

This information is used to register your application for a course.

We also collect contact and address details of parents/carers/guardians.

This data is kept for a period of 2 years unless you subsequently enrol with the college, when it is kept for longer.

If the application is accepted, you will be contacted for an interview, the interview record is retained by the course administrator, and only the decision whether to offer a place to enrol at the college is recorded.

If you subsequently enrol at the college, the details become part of your Personal Learner Record.

Your learner record is kept for a period of 6 years after the end of the college’s relationship with a student. If you are on a course that receives public funding, we will share your information with the Education and Skills Funding Agency (ESFA) – https://guidance.submit-learner-data.service.gov.uk/ilrprivacynotice

If you enrol, we will also require a photograph of you for your ID card.

Information we are provided or collect for marketing of courses

• Prospective School Leaver contacts -1 year after the academic year they are applying for
• Current Students – 2 years from data entering the system
• Prospective Adult Leaner contacts – 2 years after data entering the system unless actively still*
• Prospective Apprenticeship contacts – 2 years after data entering the system unless actively still engaged*
• Prospective SCIoT contacts – 2 years after data entering the system unless actively still engaged*
• Prospective Employer contacts – 3 years after data entering the system unless actively still engaged*

*‘Actively still engaged’ is defined as engaging with some of our communications within the past 6 months

Employer Information (Apprenticeships)

As part of the admission of a student on work placement or an apprentice employed by you, or where we are trying to match you with a prospective apprentice, the College will collect details of you as the named employer.

This will include your organisation name, number of employees, address, main contact name and their position/role, telephone number and email address. Nature of employer business, normal working pattern, name details of other supervisors, details of Employers Liability Insurance, Health & Safety risk assessment and bank details.

We will use your information to manage and administer the education of students on work placements or apprentices employed by you. This will include securing an effective working relationship between us as the training provider and you as the employer to protect the interests of the student or apprentice.

We will also use your information to ensure students on work placements or apprentices employed by you are appropriately funded, and/or to receive payment from you.

This information is kept for 6 years after the end of the college’s relationship with the apprentice/student.

Governors

The college is obliged under the Further and Higher Education Act 1992, to maintain a Governing Body as it senior decision-making body and to maintain contact with governors to conduct the College’s business. Under the Children Act 2004 the College also has a statutory duty to safeguard and promote the welfare of its learners.

In order to comply with those obligations, we collect governors personal contact details (name, address, employer’s name, job title, telephone number, email address, gender, disability details and ethnicity)

For our Register of Interests, we will collect information on your current employment; appointments (voluntary or otherwise); membership of professional bodies, groups or organisations; companies in which you hold more than 1% of the share capital; gifts in accordance with our Anti-Bribery policy; any other interests not covered by the above.

To comply with our safeguarding obligations, we will administer DBS checks. Your name, address and date of birth, and relevant identity documents, will be collected for the Government’s Disclosure and Barring Service (DBS) checks.

Images of you (photos or videos) may be used in publicity material, such as adverts, information leaflets, newsletters, press releases or on the internet (websites), to raise awareness of the services provided by the College. We will ask for your consent before using any images in this way.

Information on visitors to our facilities

If you visit our facilities, we will collect some personal data from you, including name, any personal vehicle registration mark, where you represent a business or organisation, we will record that information as well.

We use this information to record those persons present in our facilities, and to comply with health and safety requirements.

We will also take a photograph of you and use that to issue you with a visitor badge.

This information is retained for up to a year.

CCTV

We operate CCTV in our facilities to:

• prevent, deter, and detect crime
• help provide a safer environment for our students, staff, visitors, and contractors.
• protect public safety
• monitor operational and safety related incidents
• assist with the verification of claims relating to any kind of incident at the college
• apprehend and prosecute offenders, and provide evidence to take civil action in the courts

CCTV footage is accessed only by trained CCTV staff from our security contractor or from our Estates and Facilities team, and engineers undertaking system testing and configuration.

We may share footage with the police to assist with the prevention of crime. 

College managers may review footage to assist with the investigation of potential breaches of college policy.

Footage is retained for a period of 60 days.

Commercial customers: Chaffron Centre

Customers booking the Chaffron Centre facilities should see the Chaffron centre Privacy Policy: https://www.chaffroncentre.co.uk/

Sharing your data

We shall not disclose the information you provide to us with to third parties except those who we contract to process data on our behalf, where we have a statutory duty (for example, sending learner record information to the Department for Education), other contractual duty to do so (including to your employer, if sponsored), where you have given prior approval, or where an official third-party data sharing agreement (which has been subject to an impact assessment) exists.

What are your rights?

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights.

If you make a request under these rights, we have one month to respond to you.

Please contact us at the address above if you wish to make a request.

You can find more information about your rights at the website of the Information Commissioner’s Office (ICO) – https://ico.org.uk/your-data-matters/

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us on how we have handled your personal data. You can contact our Data Protection Officer, at the address above.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113ICO
Website: https://ico.org.uk/your-data-matters/how-to-make-a-data-protection-complaint

Employee, Applicant, and Workforce Data

Milton Keynes College of Woughton Campus West, Chaffron Way, Leadenhall, Milton Keynes MK6 5LP is the Data Controller for the use of personal data in this Privacy Notice.

This section of our Privacy Notice covers all employees and prospective employees (including Occasional Workers) who engage with Milton Keynes College.

The categories of information that we process include:

• Personal information (such as name, employee or teacher number, national insurance number)
• Characteristics information (such as gender, age, ethnic group)
• Contract information (such as start date, hours worked, post, roles and salary information)
• Work absence information (such as number of absences and reasons)
• Medical information
• Qualifications and work experience (and, where relevant, subjects taught)
• Payroll information (such as bank details, court orders)
• Disclosure and Barring Service (DBS)
• Vetting and Counter Terrorism Checks (CTC)
• Observation data, and performance management or disciplinary information/data

Please note, this list is not exhaustive.

Why we collect and use workforce information

We use workforce information to:

1. Enable the development of a comprehensive picture of our workforce and how it is deployed
2. Inform the development of recruitment and retention policies and activities
3. Enable individuals to be paid
4. Comply with the Equality Act 2010 in relation to activities undertaken to promote, develop and retain our employees especially those with protected characteristics in line with our MK College Values.
5. Support MK College carry out thorough and meaningful equality impact assessments.
6. Drive ongoing organisational improvements and develop our student experience throughout the College’s learning provision.
7. Ensure the safety and wellbeing of our employees, students and learners and also meet safeguarding requirements in relation to Ofsted and Keeping Children Safe in Education Standards (KCSIE)

Under the General Data Protection Regulation (GDPR), the legal basis / bases on which we rely for processing personal information for general purposes are:

• Legitimate Interests
• Legal Obligation
• Contract
• Public Task
• Consent

More details about the lawful bases for processing can be found on the ICO website.

There may be occasions when the College will need to process special category data as outlined in GDPR – Article 9 – this data will be collected in line with the lawful bases above and will be processed under one of the specific grounds identified in Schedule 1 of the Data Protection Act 2018. 

Grounds for processing personal and special category data are be detailed in the college Record of Processing Activities (ROPA) and the Appropriate Policy Document (APD)

Where this includes data that is not already covered in this Privacy Notice you will be informed before data is processed.

Collecting workforce information

We collect personal information using a variety of online forms and paper forms, and from third parties, such employment references.

Workforce data is essential for the College’s operational use and delivery of education to our students and learners. Whilst the majority of personal information provided to us by employees and prospective employees (including Occasional Workers) is mandatory, some of it is requested on a voluntary basis.

In order to comply with GDPR, we will inform contributors of the data requested at the point of collection. We will also be clear whether they are required to provide certain information to MK College or if they have a choice in this.

We will tell data contributors what they need to do if they do not want to share this information with us.

Storing workforce information

We hold data securely for a set amount of time and details of these periods are contained in our Data Retention Schedule. For more information about our Data Retention Schedule and how we keep your data safe, please contact the Data Protection Officer at dpo@mkcollege.ac.uk

Sharing of workforce information

We routinely share this information with:

• Our local authority (where applicable)
• The Department for Education (DfE)
• Our Pension Scheme providers
• HMRC
• Other Employee Benefits providers
• The Association of Colleges (AoC)

The list above is subject to change, where changes are made this policy will be updated and individuals will be informed.

Why we share workforce information

We do not share information about our workforce members with anyone without consent, unless the law  requires this and our policies allow us to do so.

Requesting access to your personal data

Under data protection legislation, employees have the right to request access to information about them that is held by MK College. To make a request for your personal information, please contact our Data Protection Officer (DPO) at dpo@mkcollege.ac.uk .

Depending on the lawful basis above, you may also have the right to:

• Object to processing of personal data that is likely to cause, or is causing, damage or distress
• Prevent processing for the purpose of direct marketing
• Object to decisions being taken by automated means
• In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• A right to seek redress, either through the ICO, or through the courts

If you have a concern about the way MK College is collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Withdrawal of consent and the right to lodge a complaint

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting the Data Protection Officer at dpo@mkcollege.ac.uk.

Where we are processing data under a legal obligation or statutory duty, we may not be able to comply with a request to cease processing or to delete information

Contact

If you would like to discuss anything in this Privacy Notice, please contact our Data Protection Officer (DPO) at dpo@mkcollege.ac.uk