Oaklands College is committed to respecting your privacy and keeping your personal data safe. This policy outlines what personal data we collect on our website and how we are using it to deliver services to you.
Who we are
Oaklands College is the controller and responsible for your personal data (referred to as “the College”).
We have appointed a data protection officer (“the DPO”) who is responsible for overseeing questions in relation to this policy. If you have any questions about this policy including any requests to exercise your legal rights, please contact the DPO using the details set out below:
Data Protection Officer
Oaklands College, Hatfield Road, St Albans AL4 0JA.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
How the College collects your personal data
When interacting with the College, on and offline, you may be asked to provide personal data to help us process your enquiry. We will collect data in a number of ways, including but not limited to:
- forms on our website;
- postal correspondence;
- email or phone conversations;
- online application forms;
- applications for our products or services;
- when you create an account on our website;
- subscription to our service or publications;
- requests for marketing to be sent to you;
- enter a competition, promotion or survey; or
- to give us some feedback.
Data we collect and how we use it
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
- Usage Data includes information about how you use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
- Special Categories of Personal Data includes details about disabilities and about criminal convictions and offences. Unless we rely on an alternative legal basis, we will obtain your explicit consent to process this category of information.
We take only the minimum data required to continue processing your application. At the enrolment stage, a Learning Agreement will be signed.
In order to improve our services and to provide you with accurate information about our offering, we also automatically collect data about visitors to our website. The data we collect may include: technical information, browser type and version, time zone setting, full Uniform Resource Locators (URL) accessed, search terms entered on our site, page response times, and download errors. The information we collect is anonymised before it is captured and we would not be able to identify a user using this data.
For each piece of personal data collected, a lawful reason is identified. Examples include:
- Data needed to offer education and claim funding from the government is under the Public Task lawful basis
- Data collected for statutory disclosures e.g. HMRC, Pension schemes as well as statutory accounts is under the Legal Obligation lawful basis
- Data collected for the safeguarding of students falls under the Vital Interest lawful basis
We may from time to time send you mailings, which you have requested, or we feel may interest you. There will be a clear ‘unsubscribe’ button at the bottom of each e-mail should you change your mind.
We do not rent, sell or disclose your contact details to any other third party.
The College is however, legally obliged to share some of your details with third-parties, e.g. funding bodies and local authorities.
In certain cases, such as our online application portal, we may not be able to provide you with services unless we have this information.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Retention of Data
Personal Data will be kept and used in accordance with General Data Protection Regulations (GDPR). This means that we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Our archiving and retention of records policy is an outline of how long we keep personal data. You can find our archiving and retention of records policy here.
Other websites and third-party links
Our pages may contain links to external websites to enable you to explore your interests more easily. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. These sites are not administered by Oaklands College therefore we cannot be responsible for the information these sites collect about you. Please look for privacy statements on these sites to understand more about how your data is managed.
How we store your personal data
We are committed to keeping your private data safe. Our website uses a secure https protocol to protect any data you submit to us and it is stored in our databases. We may share your data with third parties who will act on our behalf, enabling us to deliver our services to you. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Access to your data / your key rights
If you would like to request access to the information we hold about you or would like to be removed from our database and/or any mailing lists, please contact us via email to firstname.lastname@example.org or post to Data Protection Officer, Quality Department, Oaklands College, Hatfield Road, St Albans AL4 0JA.
The key rights you should be aware are as follows. You can:
- Opt-out of receiving further communications where an individual’s consent is the College’s only legal basis for processing / retaining your data
- Rectify any inaccuracies in personal data we hold about you
- Access a full report of your personal data that we process
- Be forgotten – that is have your details removed from our systems that we use to process your data
- Restrict / object to certain aspects of the processing of your data
Under certain circumstances, you have rights under data protection laws in relation to your personal data including the following:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
To exercise all relevant rights, queries of complaints please in the first instance contact the College’s Data Protection Officer at email@example.com
You can contact the Information Commissioners Office via e-mail https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Users under 18 years
If you are under 18 years of age, please make sure that you seek permission from your parent or guardian to view this site and before you submit any personal information to us.