Southwest Work Experience Partnership
Who we are
The Southwest Work Experience Partnership (“the Partnership”) administers work experience placement opportunities for students across the region. We use the Veryan LINK2 system to manage placements, conduct health and safety assessments, and generate agreements and documents for schools.
Yeovil College is the Data Controller for personal data processed by the Partnership. For any queries, please contact our Data Protection Officer at data.protection@yeovil.ac.uk, Yeovil College, Mudford Road, Yeovil, Somerset BA21 4DR.
The information that you give us
The schools in the Partnership share the student names and addresses to be entered into LINK2.
The schools can add placement-relevant notes in LINK2 which are visible to the Partnership Manager and Administrator.
No special category data (e.g. health, ethnicity, biometric data) is processed within the LINK2 system. Any Medical information relevant to the placement is shared directly by schools with employers; nothing is shared with the Partnership or stored in LINK2.
How we use your data and LINK2
The Partnership administers work experience placement opportunities using the Veryan LINK2 system (https://veryan.com). The system allows Schools to match students with suitable work experience placements.
Your data is used to generate Employer and parental agreements and relevant forms automatically generated through database once placement confirmed shared through the system, the school communicates directly with the employer and the student’s parent/carer.
Once a placement is confirmed, health and safety checks are completed by the Partnership, and the system is updated accordingly.
Lawful basis for processing
Public task – supporting educational provision and safeguarding.
Legitimate interests – ensuring safe and appropriate placement matching.
Data sharing
Service Level Agreements (SLA) and Data Processing Agreements (DPA) are in place between The Partnership, Veryan LINK2 and the participating schools.
Veryan Software Limited may act as a Data Processor under written instruction from the Partnership, in accordance with the terms of our Data Processing Agreement.
All parties involved in data processing are committed to ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
All data is stored securely in a UK-based data centre. We do not store or transfer your personal data outside Europe.
Schools – access only student data relevant to their institution.
Employers – receive placement details and medical information directly from schools.
Parents/Carers – receive agreements and placement details generate by the system but do not have access to the system.
Students – The School can give students access via PIN where they only see a directory of available work placements they can search.
Data security
The LINK2 system is hosted in a secure UK data centre certified to ISO 27001 standards. Access is restricted to authorised users, and regular audits, backups, and penetration testing are conducted to ensure data integrity and security. No automated decision-making or profiling occurs and we do not store or transfer outside Europe.
Data retention
Placement-related data is archived after a year and data is securely deleted after six academic years in line with Yeovil College’s data retention schedule.
Your rights
Under UK GDPR, you have rights including:
Access to your personal data.
Correction of inaccurate data.
Erasure of data (in certain circumstances).
Restriction or objection to processing.
Data portability (where applicable).
Right to lodge a complaint with the Information Commissioner’s Office (ICO).
Changes to this notice
This privacy notice is reviewed annually. This is version 1, updates will be published here on our website.