We collect the following types of information about you (please note this may vary dependent on the type of course you are studying):

• Your Name
• Date of birth
• Your Address
• Contact details – phone, email, mobile telephone number
• Your DOB
• Residential status
• Previous school(s)
• Qualifications
• Referee’s contact details
• Employers Details
• Gender
• Next of Kin/ Emergency Contact Details
• Health information
• Support needs
• Bank details
• Declaration of unspent criminal convictions

We need to collect and hold information about you, in order to:

• Provide you with information you need
• Meet our contractual obligations
• Enrol you on a programme of study
• To create class registers
• To monitor attendance
• Carry out the service we provide, and to monitor and improve our performance in responding to your service request
• Where necessary to comply with law enforcement functions
• Where necessary to protect individuals from harm or injury
• To prevent and detect crime
• To process financial transactions
• To allow the statistical analysis of data so we can plan the provision of services

We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.

We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. This requires you inform us of any changes to your personal information. In some instances, the law sets the length of time information has to be kept in others we are required to meet Awarding Organisation retention requirements. We will also delete any information gathered on full time applicants that do not come to us. Please ask to see our retention schedules for more detail about how long we retain your information.

Please note we may not be able to provide you with a service or enrol you on a programme of study unless we have enough information and your permission to use that information.

We will not pass any personal data on to anyone outside of the States of Jersey, other than those, such as Awarding Organisations  who either process information on our behalf, or because of a contractual, legal or statutory requirement. We will only do so, where possible, after we have ensured that sufficient steps have been taken by the recipient to protect your personal data.

We will not disclose any information that you provide ‘in confidence’, to anyone else without your permission, except in the few situations where disclosure is required by law, or where we have good reason to believe that failing to share the information would put someone else at risk. You will be told about this unless there are exceptional reasons not to do so.

We do, on occasion process your information overseas using web services that are hosted outside the European Economic Area, for example Facebook.  This is processed in the US, but has been approved by another competent supervisory authority under Article 40 of the GDPR or equivalent statutory provisions, together with binding and enforceable commitments of the controller and processor to apply the appropriate safeguards such as information security procedures and checks. .

Your data may be shared and processed by Awarding Organisations such as AQA, EdExcel BTEC, OCR, Laser etc. to record your achievements. All of these services are hosted within the European Union.

Apprenticeships
The College will share learner progress report information with employers, including attendance data, for any learners on an apprenticeship programme.  It is therefore important that you inform our Student Records department of any changes relating to your current employment.

We may need to pass your information to other States of Jersey (SOJ) departments or organisation to fulfil your request for a service. These departments may include are Health, Social Services, Social Security, Multi trust agencies. These departments and organisations are obliged to keep your details securely, and only use your information for the purposes of processing our service request.

We may disclose information to other departments where it is necessary, either to comply with a legal obligation, or where permitted under other legislation. Examples of this include, but are not limited to: where the disclosure is necessary for the purposes of the prevention and/or detection of crime; for the purposes of meeting statutory obligations; or to prevent risk of harm to an individual, etc.

At no time will your information be passed to organisations for marketing or sales purposes or for any commercial use without your prior express consent.

We may need to publish your information on our website and/or in the Jersey Gazette for the following reasons:

• Where we are required by law to publicise certain information, for example performance data.
• In the interests of demonstrating a fair and transparent decision making process, for example admissions process and appeals procedure.
• Where we are required to provide statistical information about a group of people; although your data will be anonymised to protect your identify.
• Where you have responded to a public consultation, although your comments will be anonymised to protect your identity.

If you email us we may keep a record of your email address and a copy of the email for record keeping purposes.  For security reasons we will not include any confidential information about you in any email we send to you. We would also suggest that you keep the amount of confidential information you send to us via email to a minimum or use our secure online services where possible or correspond with us by post.

We will not share your email address or your email contents unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.

We do not record or monitor any telephone calls you make to us using recording equipment, although if you leave a message on our voicemail systems your message will be kept until we are able to return your call or make a note of your message.  File notes of when and why you called may be taken for record keeping purposes.  We will not pass on the content of your telephone calls, unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.

You can ask us to stop processing your information

You have the right to request that we stop processing your personal data in relation to any of our services. However, this may cause delays, prevent us from enrolling you on a course or delivering a service to you. Where possible we will seek to comply with your request but we may be required to hold or process information to comply with a legal requirement.

You can withdraw your consent to the processing of your information

In the few instances when you have given your consent to process your information, you have the right to withdraw your consent to the further processing of your personal data.  However, this may cause delays or prevent us delivering a service to you. We will always seek to comply with your request but we may be required to hold or process your information in order to comply with a legal requirement.

You can ask us to correct or amend your information

You have the right to challenge the accuracy of the information we hold about you and request that it is corrected where necessary. We will seek to ensure that corrections are made not only to the data that we hold but also any data held by other organisations/parties that process data on our behalf.

You request that the processing of your personal data is restricted

You have the right to request that we restrict the processing of your personal information.  You can exercise this right in instances where you believe the information being processed in inaccurate, out of date, or there are no legitimate grounds for the processing. We will always seek to comply with your request but we may be required to continue to process your information in order to comply with a legal requirement.

You can ask us for a copy of the information we hold about you

You are legally entitled to request a list of, or a copy of any information that we hold about you. However, where our records are not held in a way that easily identifies you, archived or anonymised records, we may not be able to provide you with a copy of your information, although we will do everything we can to comply with your request.

If you have questions about information in this privacy notice or your rights you can contact the: States of Jersey Data Protection Officer:  Email:  SDPO@gov.je

You can ask about the way your information is being used or make a complaint concerning the processing of your data by contacting our Data Protection Officer

Sharon Ward – Associate Principal Governance and Compliance
Highlands College
Highlands Lane
St. Saviour
Jersey
JE1 1HL
Telephone Number: 01534 608574
Email: registry@highlands.ac.uk

You can also complain to the Information Commissioner about the way your information is being used

Office of the Information Commissioner
One Liberty Place
Liberty Wharf
St Helier
Jersey
JE2 3NY

Telephone: +44 (0)1534 716530
Email: enquiries@dataci.org

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