Learner Privacy Notice
If you are a current applicant or student of Barnet and Southgate College, you can find our full Learner privacy notice here
This Privacy Policy sets out the data processing practices carried out through the use of the electronic communications networks and phone communication methods by Barnet and Southgate College. This Privacy Policy covers the use of the Barnet and Southgate College website and 3rd party platforms where the College provides its services.
What personal information do we collect?
The College asks that users provide the following information: First and last name, contact details including phone number and email address, emergency contact details, home address, post code, date of birth, gender, disability information and details of previous school.
For applicants and students, additional information will be required or asked for, please read here for more information.
How is personal information collected?
Outside of the College's main application portal, data is collected through forms across the website and on and 3rd party platforms such as Survey Monkey, HubSpot, Purlos and Eventbrite.
The College also collects and processes information when you make direct contact to the College, and additional information about your visit to the College's website is collected electronically through the use of Cookies (please see Cookies section below).
Why do we need to process personal data?
We process your data in line with our legal obligations and our public task to provide education and training, providing lawful bases as required by UK GDPR.
We also use personal data collected under the lawful basis of consent to provide learners and users with the best possible information to help them with their application, enquiries, and provide additional communications such as newsletters and information about courses and open events. Consent can be withdrawn at any time by contacting the College’s Customer Services Team or the College’s Data Protection Officer at dataservices@judicium.com.
Do we use automated decision-making and transfer data internationally?
When you use our website to contact us about courses, your information (name, email, mobile phone number) will sometimes be processed by a third party based in the United States of America or Ireland before it is sent to the correct team in the College. The third party companies have taken appropriate safeguards to require that personal information remains protected. For data transfers to or from the United Kingdom, they make use of the standard data protection contractual clauses. Please see third party platforms section.
Third Party Platforms
The College uses third party platforms to store and process data and provide electronic and phone communications to students, applicants, and any other customers. Consent can be withdrawn for the storing of data on these platforms at any time by contacting the College’s Customer Services Team or the College’s Data Protection Officer at dataservices@judicium.com. Please read more about each platform below.
HubSpot
The College uses Hubspot to collect and process users personal data in a customer relationship management database in order to provide email communications to users. When users complete an application, make direct contact with info@barnetsouthgate.ac.uk or opt in for additional email communication (learning opportunities and marketing information) the college will also be able to identify and track these visitors and their usage of our website to help improve the customer experience. HubSpot uses AWS hosting services to store data which is hosted in the United States and EU. HubSpot have a comprehensive data processing agreement to ensure the safeguarding of your data, please learn more here.
Purlos
The College uses Purlos to assist with WhatsApp communication to help applicants with their College application. Please read more about Purlos' privacy policy here. To learn more about Purlos's data protection policy please click here and find the section 'Data Protection'
Survey Monkey
The College uses Survey Monkey to create surveys with the intention of learning about users opinions and experiences to improve the College's services. Surveys are sent to applicants and students who have consented to partake in surveys and research. Survey Monkey have a comprehensive data processing agreement to ensure the safeguarding of your data, please learn more here.
Eventbrite
The College uses Eventbrite for it's event based ticketing platform. This involves the collection of data to identify attendees to the College's event. Eventbrite have a comprehensive data processing agreement to ensure the safeguarding of your data, please learn more here.
Who has access to personal data?
Your data can be accessed by staff to provide services to you. Where the College engages non statutory external organisations to process personal data on its behalf, we require that these organisations comply with the UK General Data Protection Regulation, including to keep data confidential and secure. Please see 'Third Party Platforms' section.
How do we protect your personal data?
We have technical and organisational measures in place to help ensure that your data are kept secure, not accidentally destroyed, misused or disclosed, and only accessed by staff as part of their role. Please see 'third party platforms' section in this policy for data collected and processed outside of the Colleges systems.
How long is personal data kept?
For students: All data collected and processed on behalf of the ESFA or the Office for Students will be held for as long as we are legally required to do so, in accordance with the College’s Records Management Policy, currently until at least 2030.
Other data collected will be held for the period needed to fulfil our duty as a College which is normally two years. This amount of time covers activities such as communicating learning opportunities, surveys and newsletters to users who have consented to this communication. Any data provided by consent may be deleted on request.
All users data stored in the third party platforms that the College uses is regularly assessed to delete inactive users, this involves sending re-permissioning emails to users who have exceeded the 2 years period and have no reasonable means to stay within the College's databases.
What rights do you have?
Individual rights:
• access and obtain a copy of your data on request;
• require the College to change incorrect or incomplete data;
• for data we collect based on your consent you have the right to request the College to delete or stop processing If you would like to exercise any of these rights, please contact the Data Protection Officer at dataservices@judicium.com
To whom can I complain?
If you believe that the College has not complied with your data protection rights, you can complain to the College’s Data Protection Officer at dataservices@judicium.com
