Personal Data and how we use it: Student Services
Applicants who have applied to College, please read the information below.Oldham Sixth Form College stores information about students manually in secure filing cabinets and on computer with restricted staff access. Manual files are kept for a period of 5 years, computerised information may be held indefinitely.You provide information at the time of your application and enrolment and we may also obtain data from your previous school and/or other agencies. Additional information will be generated and stored about you during your time at the College, such as attendance data, progress, course/timetable information, examination/test results and disciplinary records.
By applying to/enrolling at Oldham Sixth Form College you are agreeing to the use of your personal data as described in this document.
- Information stored about you will be used internally by the College staff in order to ensure that you receive the support you need. Staff have access to computerised data via access rights and passwords. Information about medical conditions/learning difficulties will be treated sensitively and only relevant staff will have access.
- The personal information you provide is passed to the Skills Funding Agency (the Agency) and the Department for Business, Innovation and Skills. Where necessary it is also shared with the Department for Education, including the Education Funding Agency. The information is used for the exercise of functions of these government departments and to meet statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009, and to create and maintain a unique learning number (ULN) and a personal learning record (PLR). The information you provide may be shared with other organisations for education, training, employment and well-being related purposes, including for research. You may be contacted after you have completed your programme of learning to establish whether you have entered employment or gone onto further training or education. You may be contacted by the English European Social Fund (ESF) Managing Authority, or its agents, to carry out research and evaluation to inform the effectiveness of the programme. We will inform you at enrolment that you can opt out of contact for other purposes if you do not wish to be contacted about courses or learning opportunities; surveys and research; by post, by phone; by email. Further information about use of and access to your personal data and details of organisations with whom the Agency regularly share data are available at: https://www.gov.uk/government/publications/sfa_privacy_notice
- We will provide information about your progress, attendance and punctuality to your parents/guardians. However, in exceptional circumstances you can request that information is not passed onto your parents. Requests should be made in writing to the Student Services Manager. The College may inform your parents/guardians if this request is agreed.
- We will share information about you with examination boards. We publish examination results in national/local newspapers. Details of your examination results and destination are provided to your previous school, the Careers Service and destinations are published in the Celebration Evening Booklet. If you require us not to publish this information you should request this in writing to the Examinations Office prior to the results publication date.
- We will provide references for UCAS, employers, etc on request for up to three years after you leave college. References will be given in confidence. An employer may request your personal details prior to work experience, work shadowing or voluntary work. A DBS check may be required for enrolment onto some courses.
- The college will publish statistical information regarding: age, gender, ethnicity, medical condition, learning difficulty, type of programme, results, destinations, etc. Care will be taken to ensure that individuals cannot be identified from statistical reports.
- Photographs and films may be taken in College and used for publicity purposes. We will ask for your consent before using information identifying you by name in College publicity materials or press releases. It is an essential part of some courses that photographs and films are used to demonstrate your abilities; your parent’s consent is required.
We will not supply information to anyone else (other than relating to crime prevention or the prosecution of offenders) unless covered by the College’s Data Protection Registration.We endeavour to ensure that information we keep about you is accurate and up-to-date and we regularly request that you check information held and confirm its accuracy. It is your responsibility to inform the college as soon as possible if any of your personal details do change.
Obtaining a copy of the information we hold about you
The Data Protection Act gives you the right to write to us as a data user and request a copy of the personal data held about you. Your request needs to be in writing and we reserve the right to make a charge of up to £10 per request. We will respond within 40 days of you making a request.