Data Protection

CAMBRIDGE REGIONAL COLLEGE GENERAL PRIVACY NOTICE

Cambridge Regional College (‘the College’) processes personal information about students, employees, partners, suppliers and service users in order to provide quality education and training. The College processes personal information so that staff can be recruited and paid, courses planned and delivered, students and their parents/carers and employers kept informed of progress, examination registrations completed, and to comply with legal obligations to funding bodies and government, including monitoring performance and achievements.

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

The College takes the protection of personal information very seriously. We aim to explain clearly what it is going to be used for and who we may share it with. Unless required or permitted by law, we will always ask you before we use it for any other reason. We will only use your information for marketing with your prior consent.

Personal data will never be supplied to anyone outside the College without first obtaining your consent, unless required or permitted by law.

We keep the personal data we process to the minimum required to carry out each task, remove your personal information from our systems when it is no longer required, and ensure that all personal information supplied is held securely. We keep our privacy notices under regular review.

Whenever you provide us with personal information, we will treat that information in accordance with this statement, our Data Protection Policy, current legislation and our Data Protection Registration (Registration Number: ZA255790)

Click the following links to find out more about the data we collect and why, how long we keep it, and who we share it with.

Notice about how we use your personal information

We are the data controller of personal information about you. We are Cambridge Regional College. Our address is Cambridge Regional College, Kings Hedges Road, Cambridge, CB4 2QT.

Our Data Protection Officer is Corrin Hoyes. If you have any questions about this notice or the ways in which we use your personal information, please contact our Data Protection Officer at Data Protection Officer, Cambridge Regional College, Kings Hedges Road, Cambridge, CB4 2QT. DPO@camre.ac.uk.

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

The information that you give us

As part of your admission to the College we will collect your personal details including: name, address, date of birth, National Insurance number, residency information, email address, your photographic image, first and second language, dates of attendance, exam/test results, ethnicity, health information, doctor’s details, next-of-kin/emergency contact details, behaviour record, sex-related information, your employer, academic references, criminal conviction information and special needs details.

In order to manage the financial affairs of the College we collect and hold the following information about you: funding information including supporting evidence for fee remission, employment status, free meal eligibility, fees paid, bank details and household situation.

Additionally, if you are taking part in International programmes; we will also collect copies of your biometric residence card, your passport and police registration form.

If you are a prospective student at the college we will collect your personal details including name, address, email address, age, previous/current school, course, apprenticeship and provision interests. Where parents or carers register we will collect you details as above and your child/ward’s details.

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 providing you with a College ID card, for dealing with admission and enrolment, 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 and to be able to tell other colleges your attendance dates if you leave.

Whilst on your course this will also include information for making registers, class lists, trip lists, communications, reports, employer information (for example for apprentices and day release students) and to identify pupils who cannot be used for marketing photos.

We will use your information to ensure your place is appropriately funded, to pay/receive payment from you.
For prospective students your data will be used to manage delivery of college information events, this will include making delegate lists, communicating with registrants about the event and college courses and for compiling reports.

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.

  • Unsuccessful applications – Current academic year + 1 year
  • Successful applications – End of student relationship + 6 years
  • Successful applications potentially match funded by ESF – 31st December 2030.

How we share your personal information

We will share your information internally to enable us to manage and administer your education effectively. This will include enabling staff structured permissions to access information about you.

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

Organisation / type of organisation:
Organisations that may fund/co-fund your course(s). This may include:

  • The Education and Skills Funding Agency (ESFA) – ESFA Privacy Notice
  • The Higher Education Statistics Agency (HESA) – HESA Privacy Notice

Purpose:
To fund or co-fund your College course. Full details of how the funding Agencies may use you information can be found by following the links above.

Organisation / type of organisation:
The Learner Records Service

Purpose:
To create and or maintain a Personal Learning Record (PLR) on your behalf. Full details about the PLR can be found here https://www.gov.uk/guidance/how-to-access-your-personal-learning-record

Organisation / type of organisation:
Awarding Organisation that accredit your course(s).

Purpose:
To accredit you on your College course(s).

Organisation / type of organisation:
If you are aged 16 or 17; your parent/carer/guardian(s).

Purpose:

If you are aged 16 or 17; we will share information including your attendance, punctuality and academic progress with your parent/carer/guardians(s) unless you specifically withdraw your consent for us to do so on the enrolment form or during face-to-face enrolment.

Organisation / type of organisation:
Host families.

Purpose:
If you are under 18 and taking part in International programmes and have been placed with a host family; we will additionally share medical information that you have provided to your host family. We share will share this information as part of our public interest task of providing education to you.

Organisation / type of organisation:
Your Employer if you are an Apprentice.

Purpose:
If you an Apprentice; we will share information including your attendance, punctuality and academic progress with your Employer. We do this as we have entered into a tri party agreement with you and your employer (as detailed in the Apprenticeship Training Agreement). We share information as part of our public interest task of providing education to you.

Organisation / type of organisation:
Schools.

Purpose:
If you are a school leaver; we will confirm your enrolment with your school.

Organisation / type of organisation:
Cambridgeshire County Council or other Local Authority for school leavers outside of Cambridge or for those aged 16-24 with an Education and Health Care Plan (EHCP).

Purpose:
If you are a school leaver; we will confirm your enrolment with Cambridgeshire County Council to enable their confirmation of the September Guarantee (which requires local authorities to find suitable education and training places for 16- and 17-year-olds). If you are aged 16-24 and have an EHCP the College will share information with the local authority to ensure appropriate support is made available to you during your studies.

Organisation / type of organisation:
Subcontractors/training partners

Purpose:
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 are in place with College sub-contractors as data processors to ensure they process personal data in line with the law.
Organisation / type of organisation:
UK Visas and Immigration (UKVI) https://www.gov.uk/government/organisations/uk-visas-and-immigration

Purpose:
The College holds a Tier 4 Licence and may be asked to share information with UKVI if you are an overseas learner. We share this information as part of our public interest task of providing education to you.
We may also share your personal information with third parties who provide services to the College.

Organisation / type of organisation:
Third party Survey companies:
J2 Research Ltd. http://www.j2research.co.uk/ conduct destination surveys on behalf of the College.
QDP Services http://www.qdpservices.co.uk/ conduct on programme satisfactions surveys on behalf of the College.

Service:
The College is required to return details of your progression/destination to organisations that fund us. We also use satisfaction surveys as part of our public interest task of assessing the quality of the education we are providing to you. We may procure the services of specialist companies to do this on our behalf. We will have data sharing agreements in place with any third parties that provide these services on our behalf.

Organisation / type of organisation:

Third party Software Vendors:

If you attend one of our Events, we may share your name, email address, address, phone numbers, IP address with eventbrite https://www.eventbrite.co.uk/ to enable us to manage your attendance at our events.

If you arrive on the day of an event and register upon arrival your

We may share your name, student identifier, email address, active directory and IP address with Overt Software Services https://www.overtsoftware.com/ to create and maintain a Virtual Learning Environment (VLE) account for you.

We may share your name, student identifier, email address and postcode with Active Go Learn https://crc.advancelearningzone.com or BKSB https://www.bksb.co.uk to create an English and maths initial assessment account for you.

If you are an Apprentice, we may share your name, phone number, email address, learner support needs, education history, qualifications, employer and attendance data with SmartAssessor http://www.smartassessor.com/ or OneFile https://www.onefile.co.uk/ to create and maintain an e-portfolio for you.

Service:
We share this information as part of our public interest task of providing education to you. We will have data sharing agreements in place with any third parties that provide these services on our behalf.

How we transfer your personal information outside Europe

We do not store or transfer your personal data outside Europe.

This is with the exception of students taking part in international programmes. Information including: name, address, date of birth or age, emergency contacts, host family accommodation and other relevant information may be shared with travel organisations, host schools/Colleges/education providers/education Agents and a host family (where relevant). Staff and Learners will be asked to give their explicit consent to the sharing of data where this is relevant.

Where you register on an event with the college, whether a prospective or current student or relation, your details including name, address, email address, phone, emergency contact details, access information, travel requests, courses preferences will be stored in Eventbrite to administer the event. This is stored in the US and under the EU-US Privacy Shield Framework showing compliance to GDPR.

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; and
  • 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 Notice

We keep our privacy notice under regular review. If any changes are made to our privacy notice in the future we will contact you.

How to lodge a complaint

If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/

The information that you give us

As part of the admission of your son/daughter/dependant to the College we may collect parent/carer/guardian details including: parent/carer/guardian name, emergency contact telephone number and email address.

The uses made of your personal information

The College has found that it is very beneficial to the young person’s progress as a student if the College is able to engage with the parents/carers/guardians. Therefore it is very important that we have your details recorded on our systems. Similarly, we collect this information in order to be able to contact you in case of an emergency involving your son/daughter/dependant.
Please note that when a student is in Further Education, parents/carers/guardians (or any other third party) are not automatically entitled to the student’s information. We can only release information about our students if we have their consent for this recorded on the College system. Students are asked for their consent for sharing information with parents/others on the enrolment form or when enrolling face-to-face. Students can also inform the College later on of who the College may discuss with about their College matters. Students may withdraw their consent the same way which they gave it.
In general, we can only share information if we have the person’s consent, or there is a particular piece of legislation or agreement allowing us to share it without consent.

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 your son/daughter/dependant.

How long we keep your personal information.

  • Unsuccessful application of your son/daughter/dependant – Current academic year + 1 year
  • Successful application of your son/daughter/dependant – End of student relationship + 6 years

How we share your personal information.

We will share your information internally to enable us to manage and administer your son/daughter/dependants education effectively. This will include enabling staff structured permissions to access the information we have collected about you.

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

Organisation / type of organisation:

Third party Survey companies:
QDP Services http://www.qdpservices.co.uk/ conduct parent/carer/guardian satisfactions surveys on behalf of the College.

Service:
We use satisfaction surveys as part of our public interest task of assessing the quality of the education we are providing to your son/daughter/dependant. We may procure the services of specialist companies to do this on our behalf. We will have data sharing agreements in place with any third parties that provide these services on our behalf.

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; and
  • 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 Notice

We keep our privacy notice under regular review. If any changes are made to our privacy notice in the future we will contact you.

How to lodge a complaint

If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/

The information that you give us

As part of the admission of an Apprentice employed by you or in order to match you with a prospective Apprentice, the College will collect details of you as the named Employer. This will include: Employer name, number of employees, address, main contact name, position, 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.

The uses made of your personal information

We will use your information to manage and administer the education of Apprentices employed by you. This will include securing an effective working relationship between us as the Training Provider and you as Employer to protect the interests of the Apprentice.

We will also use your information to ensure Apprentices employed by you are appropriately funded, and/or 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 an Apprentice employed by you.

How long we keep your personal information.

  • Unsuccessful application of Apprentice employed by you – Current academic year + 1 year
  • Successful application of Apprentice employed by you potentially match funded by ESF – 31st December 2030.

How we share your personal information.

We will share your information internally to enable us manage and administer the education of Apprentices employed by you effectively. This will include enabling staff structured permissions to access the information we have collected about you.

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

Organisation / type of organisation:
Organisations that may fund/co-fund course(s) for an Apprentice employed by you. This may include:

  • The Education and Skills Funding Agency (ESFA) – ESFA Privacy Notice
  • The Higher Education Statistics Agency (HESA) – HESA Privacy Notice

Purpose:
To fund or co-fund the College course for an Apprentice employed by you. Full details of how the funding Agencies may use you information can be found by following the links above.

Organisation / type of organisation:
The Employment Data Service (EDS).

Purpose:
To obtain a valid employer number to identify you as an Employer in the College Individualised Learner Record (ILR) required for us to ensure Apprentices employed by you are appropriately funded.

Organisation / type of organisation:
Subcontractors/training partners

Purpose:
The College uses sub-contractors for the delivery of some of its courses and programs. As such these third parties collect/have access to Employer details including: Employer name, number of employees, address, main contact name, position, 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.
Appropriate contracts are in place with College sub-contractors as data processors to ensure they process personal data in line with the law.

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

Organisation / type of organisation:
Third party Survey companies:
QDP Services http://www.qdpservices.co.uk/ conduct employer satisfactions surveys on behalf of the College.

Service:
We use satisfaction surveys as part of our public interest task of assessing the quality of the education we are providing to Apprentices employed by you. We may procure the services of specialist companies to do this on our behalf. We will have data sharing agreements in place with any third parties that provide these services on our behalf.

Organisation / type of organisation:
Third party Software Vendors:

We may share your company name, address, main contact name, position, telephone number and email with SmartAssessor http://www.smartassessor.com/ or OneFile https://www.onefile.co.uk/ to create and maintain an e-portfolio for Apprentices employed by you.

Service:
We share this information as part of our public interest task of providing education to Apprentices employed by you. We will have data sharing agreements in place with any third parties that provide these services on our behalf.

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; and
  • 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 Notice

We keep our privacy notice under regular review. If any changes are made to our privacy notice in the future we will contact you.

How to lodge a complaint

If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/

What data we will collect

  • Personal information
  • Complainant contact details: name, address, email, telephone number
  • Student details if not complainant: name and EBS number

We will use your data to

  • To enable us to respond to the you
  • Ensure we are talking about right student
  • To check if we need consent from a student if a complaint is made on their behalf

We can legally use your data because

  • We are a public body with an obligation to collect data on complaints and compliments

Who may have access to your data?

  • College staff (Members of Quality Team, Investigating Manager, College Managers (including HR and Safeguarding as appropriate))
  • We share anonymised complaint statistics with external bodies such as Ofsted and the Office of the Independent Adjudicator

We will keep your data for

  • 6 years after the last action on your complaint/compliment

You have the right to

  • Request access to your data
  • Have your data amended if the details are incorrect
  • Have your data erased

If you request that your data is not processed by us, please be aware that we will not be able to provide a response to your complaint.

How to lodge a complaint if you’re not satisfied with the way we’ve managed your data

If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT

DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

https://ico.org.uk/

What information you give us

We will collect personal information from you when you apply for a job with us. This will include your name; address; phone number; email; date of birth; NI number; current employment details including job title, start and end dates, current salary, notice period, reason for leaving; all past employment details; education and qualification details; professional memberships; personal, sensitive data (gender, sexual orientation, ethnicity, religion, marital status, disability), whether you are related to any personnel of the College or Governing Body; references; criminal record details; Disclosure Barring Service check, including European Economic Area (EEA) 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 an employee of the College. This will be your name; marital status; previous surname(s); address; contact details; date of birth; qualification details including copies of original certificates; occupation/department; type of employment; NI number; start date; sensitive data (gender, sexual orientation, ethnicity, religion, marital status, disability); criminal record details; copies of proof of identity and right to work in the UK; next of kin and emergency contact details; bank details including account number and sort code; fit-to work certificate from Occupational Health, pension details; student loan details; offer letters; employment terms and conditions; changes to your terms and conditions; certifications/qualifications, disciplinary, grievance, capability, job description, sickness absence details, maternity/paternity/adoption information; accidents and injuries at work; working time information; annual leave records; recruitment information; photo; payroll details; flexible working; exit interviews; return to work notifications; training/cpd records; parental leave request forms; appraisal/ probationary/performance review documentation; disqualification information; disclosed medical information and agreed risk assessments.

How we use your personal data

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 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;
  • for providing facilities such as IT services;
  • for providing wellbeing and support services, ensuring we maintain our duty to provide a safe and supportive work environment;
  • for monitoring equal opportunities and meeting our legal reporting requirements, eg. Equality and Diversity reporting, Gender Pay Gap;
  • with your consent, for ensuring that third party bookings/enrolments are made on your behalf eg. booking training courses, BUPA membership.
  • for preventing and detecting crime, such as using CCTV and using photo ID on ID Badges and IT Systems;
  • for contacting past employees where required;
  • for compliance with legal obligations eg. making external/statutory returns.

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

The legal basis for using your personal data

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), physical or mental health, sexual life or sexual orientation and criminal records.

How long we keep it for

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 a period of 6 months after the completion of the appointment.

When you are an employee, we will keep your personal information for as long as you work with us. After you leave, we will keep your personal information for the period of time were are legally required to, or the period of time in which any employment claims may be made against the College and for which the information would be required for such claims. College staff are able to view the College’s Retention Schedule for further details.

How we share your personal data

We may need to share the personal information and sensitive personal information that you give us with third parties outside of the College who are contracted to work on the College’s behalf, for example pension providers, HMRC or legal consultants.

The College may also disclose data to auditors undertaking audits or investigations.

The College will often confirm dates and nature of an individual’s employment to a prospective employer in a reference.

Where a member of staff’s employment with the College requires study, or placement at another organisation it may be necessary for the College to transfer personal data to the third party.

The College may also have to share your personal data with third parties outside the College for other purposes with your consent. However, there may be circumstances where information is shared without consent. This will only be if:

  • The disclosure is in the legitimate interests of the College or the third party to whom the information is being disclosed.
  • There is a statutory duty obligation to share the data;
  • Disclosure is required for the performance of a contract;
  • Disclosure is necessary to protect your vital interest; for example in medical emergency situations;
  • Disclosure is made to assist with prevention or detection of crime, or the apprehension or prosecution of offenders;
  • Disclosure is required by a Court Order;
  • Disclosure is necessary to assist the College to obtain legal advice.

Sensitive Personal Data
Circumstances may arise where sensitive personal data is shared outside of the College within the EU without first obtaining your explicit consent. This will only occur where one of the following conditions has been met:

The processing is necessary to protect:

  • Your vital interests and you cannot give your consent or your consent cannot be reasonably obtained
  • Another person’s vital interest and you have unreasonably withheld your consent

The processing is necessary for the discharge of any function which is designed for the provision of confidential counselling, advice, support or any other service and:

  • Your consent cannot be given;
  • We cannot reasonably obtain your explicit consent; or
  • Requiring your explicit consent would prejudice the provision of that counselling, advice, support or other service.

The processing is necessary to meet our statutory obligations in relation to equality and diversity monitoring.

The disclosure is made for the purpose of prevention or detection of crime, the apprehension or prosecution of offenders and we have received a notice from the police confirming that the disclosure is required for these purposes:

  • Pursuant to a Court Order requiring disclosure; or
  • In order for the College to obtain legal advice or for the purposes of any legal proceedings.

Transferring your data outside of Europe

We do not store or transfer your personal data outside of Europe.

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; and
  • 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 notice

We keep our privacy notice under regular review. Any changes we make to our privacy notice in the future will be notified to you by email or within the Staff Newsletter.

How to lodge a complaint if you’re not satisfied with the way we’ve managed your data.

If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
https://ico.org.uk/

What data we will collect

  • Personal contact details – As part of the College’s Governing Body, the College will collect personal information from you. This will include: name, address, employer’s name, job title, telephone number and email address
  • Register of Interests – As part of the 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. (Register of Interests)
  • 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 – 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.

We will use your data to

  • contact you regarding meetings and other relevant events.
  • identify possible conflicts of interest, i.e. situations where your interests may (or may appear to) influence your decision making.
  • check whether you have any previous convictions which would make you unsuitable for working with children and young people.
  • raise awareness of the College’s governance arrangements.

We can legally use your data because

The Corporation is under a legal obligation, under the Further and Higher Education Act 1992, to maintain a Governing Body as it senior decision-making body. The Corporation’s Instrument and Articles, defined by that statute require the Corporation to maintain contact with governors to conduct the College’s business and the information above is necessary for these purposes. Under the Children Act 2004 the College has a statutory duty to safeguard and promote the welfare of its learners. In addition, the College, as an exempt charity under the Charities Act 2011, as amended has a statutory duty to ensure that its Governors are eligible to act as trustees and therefore collects their declarations and conducts checks to satisfy this requirement.

Who may have access to your data?

  • Except as set out below, your contact information will be held securely and not shared with anyone else or made public. However, other Governors will have access to your email address and telephone number.
  • The Chair’s personal email address will be made available to the FE Commissioner and relevant contacts at the Education and Skills Funding Agency on request where they need direct contact with the Chair.
  • Your email address will be made available to selected College staff in order to facilitate College Governance business.
  • Information in the Register of Interests will not be shared but will made available to the public on request.
  • Information for DBS checks will be shared with the Government’s DBS service so that they can check whether you have any previous convictions which would make you unsuitable for working with children and young people.
  • Where consent is given, photographic images will be stored in a database and may be used for publication (as described above) and will be viewed by the public

We will keep your data for

Periods of time as set out in the Retention Schedule for governance data which specifies the maximum period data should be kept for business purposes and is available from the Clerk on request.

You have the right to

  • Request access to your data
  • Have your data amended if the details are incorrect
  • For images only, refuse processing of your data
  • For images only, object to processing of your data

How to lodge a complaint if you’re not satisfied with the way we’ve managed your data
If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

https://ico.org.uk/

What data we will collect 

  • The College will collect still and video footage from its CCTV, no audio is collected.

We will use your data to

  • prevent, deter and detect crime
  • help provide a safer environment for our students, staff, visitors and contractors.
  • protect public safety
  • help to provide improved customer service, for example by enabling staff to see customers requiring assistance
  • monitor operational and safety related incidents
  • assist with the verification of claims
  • apprehend and prosecute offenders, and provide evidence to take civil action in the courts

We can legally use your data because

  • To ensure the safety and protection of Students, Staff, contractors and visitors, to comply with legal acts and to detect and respond to criminal activity.

Who may have access to your data? 

  • CCTV footage is accessed only by trained CCTV operators and engineers undertaking system testing and configuration.

We will keep your data for 

  • We will keep your data for 30 days before it is deleted
  • In certain circumstances we may need to disclose CCTV images for legal reasons. When this is done there is a requirement for the organisation that has received the images to adhere to the Data Protection Act.

You have the right to 

  • You have the right to make a Subject Access Request for CCTV images of yourself and to ask for a copy of them. You will need to complete an application form provided by us in order for us to establish your identity as the person in the pictures and assist us in finding the images in our system.
  • Such requests should be directed to dpo@camre.ac.uk or alternatively by post to Data Protection Officer, Cambridge Regional College, Kings Hedges Road, Cambridge, CB4 2QT. Your correspondence should be marked ‘Subject Access Request – CCTV’
  • Whenever you provide us with personal information, we will treat that information in accordance with this statement, our Data Protection Policy, current legislation and our Data Protection Registration (Registration Number: ZA255790)
  • 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.
  • More information can be found in our Data Protection Policy and on the Information Commissioner’s website https://ico.org.uk/

Complaints or queries

If you want to make a complaint about the way we have processed your personal information, please contact our Data Protection Officer Corrin Hoyes:

Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT

DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)

The Information Commissioner’s Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

https://ico.org.uk/

Our websites, www.camre.ac.uk, www.thepark-cambridge.co.uk, www.theteddybearnursery.co.uk, use cookies to help provide you with the best experience we can. 

Cookies are small text files that are placed on your computer or mobile phone when you browse websites. 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 learn more about all the cookies we use below.

Granting us permission to use cookies

If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however doing so will likely mean that our site will not work as you would expect.

More about our cookies

Strictly necessary cookies

These cookies are essential in order to enable you to move around this website and use its features, such as logging in to apply for courses. Without these cookies these services cannot be provided.

Performance cookies

These cookies collect information about how visitors use a website, for example which pages are the most popular, how long people spend on the site and whether they receive error messages. These cookies do not collect information that identifies a visitor; all the information is aggregated and therefore anonymous. It is only used in order to improve how a website works. If you wish to opt-out of Google Analytics you can install their opt-out browser add-on.

Functionality cookies

These cookies allow the website to remember choices you make (such as user-names) and information you’ve provided (such as applications in progress). This gives a more personal feel to the site and improves usability. The information these cookies collect may be anonymised and they cannot track browsing activity on other sites.

Turning cookies off

You can switch cookies off by adjusting your browser settings to stop it from accepting cookies (more information on how to do this is available here). Doing so however will likely limit the functionality of our site and a large proportion of the world’s websites as cookies are a standard part of most modern websites.

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.

If you sign up to receive one of our e-newsletters through one of our websites, or request to receive one of our publications, we will explicitly ask for your consent to contact you by email and to keep your details on file. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a publication to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.

You have the right at any time to unsubscribe and can do so by clicking unsubscribe on the email or by emailing marketing@camre.ac.uk

We will keep this data for as long as you are subscribed to our communications. Should you unsubscribe, we will remove your details from any mailing lists, but will retain your details for historic reporting purposes only. 

We use an email platform, Pure360, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter and email performance.

The Park is a series of commercial outlets at the Cambridge Campus that Cambridge Regional College operates for the public that provides valuable work experience for our students. This includes the restaurant, bistro, hair and beauty salons, sports centre and gym.This notice aims to give you the information on how we collect and process the personal data that you provide when you:

  • visit one of our salons
  • visit our website
  • sign up for a membership or rewards scheme
  • register an online booking
  • make an appointment by the phone
  • sign up to the Park or Salon email alerts

What data we will collect

As customers of the Park services we will collect a range of personal information dependent on the services you use, in the form of:

  • Identity data – name, title, date of birth, gender
  • Contact data – email, telephone numbers, address
  • Transaction data – details about payments to and from you
  • Profile data – your interest in areas of the Park, and any marketing / communication preferences and opt ins
  • Allergy test data – including allergy test information and any medical conditions that may affect services.
  • Usage data – including information about how you use our email communications.

We will use your data to

  • Administer your bookings and appointments for the restaurant, gym, sports centre, hair and or beauty treatments
  • Maintain and manage your gym membership
  • Manage your table bookings
  • Communicate with you about offers from the Park where you have signed up for information.

We can legally use your data because

  • We need to fulfil our contract with you for the purposes of the service or product purchased
  • For marketing purposes where consent is provided.

Who may have access to your data?

  • College and Park staff
  • CRC uses a range of systems to administer the services of the Park which act as data processors, these include:
    o Avenista – for restaurant bookings http://www.avenista.com
    o Shortcuts – for salon bookings https://www.shortcuts.co.uk/

We will keep your data for

Your data will be kept 6 years

You have the right to

  • Request access to your data
  • Have your data amended if the details are incorrect
  • Refuse processing of your data
  • Object to processing of your data

If you withdraw your consent, please be aware that we may not be able to proceed with your booking or appointment.

To unsubscribe from Park email and text marketing you can unsubscribe at any time through the unsubscribe link on the email or by emailing marketing@camre.ac.uk 

How to lodge a complaint if you’re not satisfied with the way we’ve managed your data

If you want to make a complaint about the way we have processed your personal information, please contact:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB2 4QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/

Your Rights

Data Protection law provides the following rights for individuals:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erase
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling.

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.

More information can be found in our Data Protection Policy and on the Information Commissioner’s website https://ico.org.uk/

Complaints or queries

If you want to make a complaint about the way we have processed your personal information, please contact our Data Protection Officer Corrin Hoyes:
Data Protection Officer
Cambridge Regional College
Kings Hedges Road
Cambridge CB4 2QT
DPO@camre.ac.uk

If you have a data protection concern that cannot or has not been resolved by the College, you have the right to raise it with the data protection regulator, the Information Commissioner’s Office (ICO)
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/

Freedom of Information 

For details on our Freedom of Information Publication Scheme, read more here 

Cambridge Campus Status

The Cambridge Campus is open as normal.
3/3/18

Huntingdon Campus Status

The Huntingdon Campus is open as normal.
3/3/18