Data Protection

Introduction

Harlow College is committed to keeping your personal data safe and will work within the Six Principles of Data Processing in the General Data Protection Regulation. This will ensure that we have a fair and lawful basis for all data processing and we uphold the rights of data subjects.

The College needs to keep certain information about employees, students and other users to allow it to monitor for example performance, achievement and health and safety. It is also necessary to process information so that staff can be recruited and paid, courses organised and legal obligations to funding bodies and Government complied with.

The College’s registration number is: Z9209363. See the ICO’s website for registration details.

How We Use Your Personal Information :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.

Please see below for more information regarding how we ensure personal data is kept safe.

Privacy Statements

Mailing List and Enquiries

Privacy Statement for Mailing List Sign-ups

Harlow College is committed to keeping your personal data safe and will act within the latest legislation regarding data protection (General Data Protection Regulation). The data that you have provided in this form is used to process and assess your enquiry to Harlow College or for any other legitimate reasons such as compliance with relevant legislation. All data will be stored securely and retained in line with the College's Data Protection Policy. We do not share this data with any external organisation unless we have a fair and legitimate reason to do so. You will remain on this mailing list until three months after the end of the academic year, after which you will be contacted to join the following year’s list.

Should you wish to unsubscribe, details on how to do so will be found in all communications you receive.

Students

Privacy Statement for Comments/Enquiries

Harlow College is committed to keeping your personal data safe and will act within the latest legislation regarding data protection (General Data Protection Regulation). The data that you have provided in this form is used to process and assess your enquiry to Harlow College or for any other legitimate reasons such as compliance with relevant legislation. All data will be stored securely and retained in line with the College's Data Protection Policy. We do not share this data with any external organisation unless we have a fair and legitimate reason to do so. We will only use this information to effectively process your comment/enquiry and will be retained for a maximum of three months after the end of the academic year in which you enquire.

Privacy Statement for Course Application Form

Harlow College is committed to keeping your personal data safe and will act within the latest legislation regarding data protection (General Data Protection Regulation). The data that we collected in this form is used to process and assess your application to Harlow College or for any other legitimate reasons such as compliance with relevant legislation. All data will be stored securely and retained in line with the College's Data Protection Policy. We only share this data with your previous school where detailed in your application or where we have a fair and legitimate reason to do so. For learners who will be aged 16-18 at the start of their course we will share your data with your parents/carers and your local authority.

Student Enrolment Privacy Statement

View Student Enrolment Privacy Statement

Staff

This Privacy Notice covers external applications only. For internal applications and for those that are successful in securing employment with Harlow College, please refer to the Privacy Notice for all Harlow College Staff.

The General Data Protection Regulations: How will your information be used?

As your potential employer, Harlow College needs to keep and process information about you to enable us to recruit and select applicants for jobs. The information we hold and process will be used for our management and administrative use only.

We will keep and use it to enable us to run the College and manage our relationship with you, lawfully and appropriately, both during the recruitment process, and if you are successful in getting a job, whilst you work for us, and for 6 years after your employment ends, or for as long as there are specific criteria identified to retain your data for a longer period, such as for safeguarding purposes.

We do not collect more information than we need to fulfill the purpose of administering job applications and will not retain it for longer than is necessary.

What information do we ask for and why?

The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for but it might affect your application, if you do not.

Application stage

If you complete a job application, this information will be collected and stored on our HR system and files.

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our HR team and hiring managers will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our HR team and hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our hiring managers short list applications for Assessment Centre/ Interview. They will not be provided with your equal opportunities information if you have provided it.

Assessments

We might ask you to participate in an Assessment Centre; complete tests and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the HR team.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks, prior to you commencing employment at the College. You must successfully complete pre-employment checks to be confirmed in post.

You will therefore be required to provide:

Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.

Employers

Employer Privacy Statement

Your privacy is important to us.

We use your data we collect to operate our business, to make and receive payments from funding bodies and employers and to advertise apprenticeship vacancies. We may use your data to communicate with you, for example, informing you about your employment vacancies, your account, our procedures or payment information. We share your data when required by law and/or to respond to legal processes and with designated third party agents (e.g. auditors, funding bodies) in fulfilling Harlow College’s corporate responsibilities as well as to apprenticeship and work placement applicants and their parents if applicable. We may share your data with service providers such as the bank, card payment processors, advisors and consultants in order to support Harlow College’s business operations. We contractually require that these recipients use the data for the intended purpose and that they destroy or return the data when it is no longer needed.

We keep your data for the prescribed period in our Retention Policy for the purpose of fulfilling legal obligations. We will not share your data for marketing or commercial purposes without your consent.

You can request to view or edit your data by contacting Management Information Systemsmis@harlow-college.ac.uk