This policy sets out how we will treat your personal data in accordance with the new General Data Protection Regulation (GDPR) 2018. Personal data is defined as any information relating to a person who can be identified directly or indirectly.
What Personal Information we collect
The Percival Guildhouse will process a student’s name, address, date of birth, email and telephone number, whether they are in receipt of benefits for (fee remission purposes) and where they heard about the Percival Guildhouse.
How and why we collect the data
We collect the data from your completed enrolment form which all students complete once in each academic year.
The Percival Guildhouse will collect personal information for the following reasons:
- Administrative purposes- to contact you regarding your course
- Statistical purposes- to manage the curriculum and inform decision making
- Brochure distribution- to send a new brochure to current students
How we use it
It is entered from the enrolment form into our database.
How do we secure it?
All the data is processed on computers which are password protected, the database itself is also password protected and is stored on the cloud which is encrypted. All paper copies are locked away in a filing cabinet and are destroyed at the end of each academic year. To ensure your data remains private we will give you a unique Percival Guildhouse membership number which you can use as a means of identification for Percival Guildhouse enrolment.
The only individuals that we share the data with are the self-employed tutors and they are only provided your name, contact details and course payment receipt.
We will ask you on the enrolment form if you agree to us processing your data for the reasons explained above and you do have the option to withdraw at any time by telephone, post, email or face-to face. If your personal details are deleted during a year in which you have been a student, we will not be able to send you a Brochure in the Autumn term or contact you in any way.
Whilst you are a continuing Percival Guildhouse student, your personal data will be retained on the database. If you are no longer attending the Percival Guildhouse, your personal data will be retained for 3 complete academic years for statistical reasons and then deleted.
By law, you can ask us what information we hold about you and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.
If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine- readable format so that you can transfer it to another provider.
If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.
You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.
Finally, in some circumstances you can ask us not to reach decisions affecting you using automated processing or profiling.
To submit a request regarding your personal data by email, post or telephone, please contact Sarah Gall in the office.
Please let us know if the personal information we hold about you needs to be corrected or updated.
Please contact the office and speak to the Data Controller, Sarah Gall about any queries you may have.
If you have a complaint about our use of your information, we would prefer you to contact us direct in the first instance so that we can address your complaint. However you can also contact the Information Commissioner’s Office via their website www.ico.org.uk/concerns or write to them at: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Revised May 2018