Data Privacy - Applications

The Sir John Brunner Foundation (the Foundation) collects and processes personal data relating to applicants to manage the application process effectively. This notice outlines how the Foundation will handle your personal information.

Why does the foundation collect Personal information?

The Foundation needs to collect and process data in order to verify your details, to effectively guide aspiring applicants through the foundation’s application process. The personal information you provide is also passed to the Chief Executive of Skills Funding (“the Agency”) and, when needed, the Department for Education, including the Education Funding Agency to meet legal responsibilities under the Apprenticeships, Skill, Children and Learning Act 2009, and for the Agency’s Learning Records Service (LRS) to create and maintain a unique learner number (ULN). The information you provide may be shared with other partner organisations for purposes relating to education or training.

Further information about the agency’s use of and access to your personal data, and details of partner organisations are available at:

 https://www.gov.uk/government/publications/esfa-privacy-notice/esfa-privacy-notice

The Foundation has a legitimate interest in processing personal data at the application stage for the following reasons:

• To ensure the data on the student is correct.
  • Allowing the Foundation to effectively communicate the application process to applicants
  • Communicate updates on the application process
  • Inform applicants of the outcomes of their application.
• To ensure that relevant information is communicated to applicants throughout the application process.
• To ensure applicants are eligible to apply for a place within the Foundation.
• Identify suitable courses for enrolment
• To comply with Apprenticeships, Skill, Children and Learning Act 2009 and for the Agency’s Learning Records Service (LRS)
• To meet the legal requirement for reporting to the Department for Education

What information does it collect?

During the application process the Foundation collects:

• Personal contact information
• Contact information for parents/carers
• Disability and diversity information
• Educational history

Once you enrol as a student at the College, the information collected at application is updated during the enrolment process with:

• Photograph

Who has access to your data?

The personal information you provide is also passed to the Chief Executive of Skills Funding (“the Agency”) and, when needed, the Department for Education, including the Education Funding Agency to meet legal responsibilities under the Apprenticeships, Skill, Children and Learning Act 2009, and for the Agency’s Learning Records Service (LRS) to create and maintain a unique learner number (ULN). The information you provide may be shared with other partner organisations for purposes relating to education or training. Your information may be accessed by members of the Admissions and Technical Services if access to the data is necessary for the performance of their roles.

Your data will not be transferred to a country outside of the European Economic Area, unless GDPR compliance is assured.

How does the Foundation Protect data?

The Foundation takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by appropriate employees in the performance of their duties.

How long does the foundation keep personal information?

Your application details will be kept until the end of the current application period, allowing prospective applicants to apply any time during this period. After the application period is closed, all registered accounts will be removed.

What are your rights?

As a data subject, you have a number of rights. You can:

• Access and obtain a copy of your data on request;
• Require the organisation to change incorrect or incomplete data;
• Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the stated purposes of processing
• Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing. The Foundation will only use “legitimate interests” as grounds for processing in a very few situations.

If you would like to exercise any of these rights, please contact the data protection officer at dataprotection@sjd.ac.uk.

What if I am not happy with how the Foundation handles my concerns?

If you believe that the Foundation has not complied with your data protection rights, you can complain to the Information Commissioner.

Automated decision-making

Application decisions will never be based solely on automated decision-making.

What if I do not provide personal data?

The information requested through the application process is split into required and optional data fields. The fields marked as required is the minimum required to apply to the Foundation and to become a student. Optional fields do not need to be supplied and will not affect your application to the Foundation, however this optional data would help the Foundation to provide a more complete service.

Who is the Data controller?

The Sir John Brunner Foundation.

Who is the Data Protection Officer and how do I contact them?

The named Data Protection Officer at Sir John Deane’s College is Laura Lawson. The relevant email address is: dataprotection@sjd.ac.uk.