As part of your enrolment to the College and ESFA data requirements we must collect the following personal details: Name, address, date of birth, contact telephone numbers, email address, national insurance number, nationality, previous qualifications and assessment levels, ethnicity, gender, learning difficulty/disability (EHCP) details, employment status, household situation, enrolled course information, work experience information, fee remission reasons, current employer and payment details.
As part of the administration of the College we will collect further personal and educational details including: Next of kin/parent/guardian details, next of kin/parent/guardian email address, residency status, first language, passport number (if applicable), date of entry to the UK, previous criminal convictions, car registration number, how you heard of the college, previous school, attendance details, progress reviews, ID photo, health assessments to support supported learning, the outcome of Lateral Flow Device (LFD) tests (as part of the COVID-19 National Testing Programme), behaviour/disciplinary records, bank account details (To process refunds, enrolments and bursary payments), awarding body registration/entry information.
The uses made of your personal information
We will use your information to manage and administer your education. This will 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.
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.
For information on how long we retain your records please access the data retention policy on the college website.
How we share your personal information.
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes:
Education and Skills Funding Agency (ESFA), Department for Education (DfE), Office for Students (OfS): The College is contractually obligated to submit individualised learner record (ILR) datasets to the above governmental bodies in an accurate and timely manner to assist in the performance monitoring of funding allocations.
Parents/Guardians: for students that are aged 18 or under on the 31st August in the current academic year the College will contact parents and/or guardians regarding the students in year performance. This may be in the form of students attendance update emails or letters, invites to attend to parents evening, notification of students exam schedules, progress reports, disciplinary reports regarding students or notification/approval of college trips.
Awarding Organisations: the College submits students’ personal information to awarding bodies to enable the registration of students against specific qualifications. This enables the college to schedule assessments and examinations to monitor students’ progress and achievement.
Association of Colleges (AoC): the College uploads students individualised learner records (ILR) to the AoC’s MIDES website to enable the monitoring of benchmarking comparisons with similar types of colleges throughout the country.
Learner Records Service (LRS): the College uploads current year students ILR records to the LRS to generate student’s unique learner numbers. The College also downloads all current year students’ previous qualifications to enable us to adhere to the ESFA’s condition of funding and to monitor possible funding errors regarding previous achievement/enrolment.
Local Schools: the College may supply lists of previous school students who are now attending courses at Yeovil College to local schools to assist them with monitoring students’ progression.
Careers South West: to assist Careers South West in monitoring school leavers activity and potential NEET (Not in Education, Employment and Training) students.
Local Education Authorities: the College may supply lists of previous school students who are now attending courses at Yeovil College to local education authorities to assist them with monitoring student’s progressions and destinations.
Employers: for all students whose education with the College is sponsored by their employer, the College may share data with the employer regarding the student’s in year performance and as required in the execution of its duties. This may be in the form of attendance update emails or letters, invites to attend to feedback evenings, notification of exam schedules, qualifications, progress reports or disciplinary reports.
Social Services: to monitor and liaise with social services and emergency services regarding potential safe guarding issues and potentially vulnerable students.
Emergency Services: to monitor and liaise with social services and emergency services regarding potential safe guarding issues and potentially vulnerable students.
Employment Agencies: to supply students’ confirmation of attendance for employment agencies or potential employers.
We may also share your personal information with third parties who provide services to the College:
Advanced: the College student records database is developed by Advanced and periodically may need to supply students’ personal/enrolment details to the software provider to resolve system queries or to highlight potential bug fixes that may be required.
Apprenticeship Certificates England (ACE): the College periodically submits appropriate students’ personal and enrolment details to the ACE to enable us to claim the students’ overall apprentice framework certification.
United Kingdom Border Agency (UKBA)/United Kingdon Visa and Immigration (UKVI): students’ personal information will be supplied to the UKBA/UKVI if a current applicant is deemed to require a student visa to study at Yeovil College. The information will be supplied in conjunction with a student’s confirmation of acceptance of study (CAS) application to the UKVI.
Alkemy Gold Limited (ALPS): the College will supply current year students’ previous GCSE achievements to the above company to enable the College to monitor students’ value added outcomes.
Centre for Evaluation and Monitoring (ALIS): the College will supply current year students’ previous GCSE achievements to the above company to enable the College to monitor students’ value added outcomes.
CoSector – University of London (Moodle): the College will submit students personal details to Moodle to enable students to submit coursework, access course materials, gain feedback and contact tutors.
Heritage (Library Management Software): the College will submit students’ personal details to Heritage to enable learners to access the College’s library resources.
Smart Assessor and OneFile (E-Portfolios for Apprenticeships): the college inputs student, framework, standard and progress review outcomes into these systems to monitor apprentice progression and performance.
Internal/External Auditors: to fulfil our contractual obligations to the ESFA/DfE the College will periodically submit ILR information to external auditors when selected for audit. The College continually seeks to improve systems, processes and procedures and recruits an audit company to audit these systems. To test College systems we will periodically supply students’ personal and enrolment information to auditors in accordance with the college internal audit schedule.
PayPal: students that enrol via the college website must submit their payment via PayPal as this is the preferred College provider for these services. Where refunds may be issued the College will refund students by the same payment method chosen to pay for the course via PayPal. The College cannot access a student’s bank account, sort code or CVS numbers via PayPal.
We do not store or transfer your personal data outside Europe.