School of Communication Arts – Privacy Notice & Data Protection Policy
This privacy notice explains how the School of Communication Arts collects, uses and shares your personal data, and your rights in relation to the personal data we hold. This privacy notice concerns our processing of personal data of past, present and prospective students.
The School of Communication Arts is the data controller of your personal data and is subject to the Data Protection Act 1998 (“DPA”) (and, once in force, to the General Data Protection Regulation (the “GDPR”).
How we collect your information
We collect student information in a number of ways, for example:
During application to the School of Communication Arts via the online application form and when you complete any additional admissions documentation
when you communicate with us by telephone, email or via our website, for example in order to make enquiries
in various other ways as you interact with us during your time as a student, for the various purposes set out below
Employers or agencies who may sponsor your course
How we use student information
The purposes for which we may use personal data we collect during a student’s association with us include:
recruitment and admissions
academic matters, including:
the provision of our core teaching, learning and research services (e.g. registration, assessment, attendance, managing progress);
maintaining student records;
assessing your eligibility for bursaries and scholarships, etc.
non-academic matters in support of our core services, including:
providing student support and appropriate pastoral care
monitoring equal opportunities and diversity
safeguarding and promoting the welfare of students
ensuring students’ safety and security
administering finance (e.g. fees, scholarships and bursaries)
other administrative purposes, including
carrying out research and statistical analysis
carrying out audits (e.g. to ensure compliance with our regulatory and legal obligations)
providing operational information (e.g. providing IT support, information about building closures or access restrictions on campus, or safety advice)
preventing and detecting crime
dealing with grievances and disciplinary actions
dealing with complaints and enquiries.
Sharing Information with others
For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we may share your personal data with certain third parties. You are given the opportunity to opt out of some of these data sharing arrangements, for example when you register with us, but you should carefully consider the possible impact of doing this. Unless an opt-out is in place, we may disclose limited personal data to a variety of recipients including:
our employees, agents and contractors where there is a legitimate reason for their receiving the information, including:
third parties who work with us to provide student support services (e.g. Finance Management)
third parties who are contracted to provide out-of-hours services for us
internal and external auditors.
those with an interest in tracking student progress and attendance, including:
Sponsor agencies, student coaches and mentors
current or potential employers (to provide references and, where students are sponsored by their employer and/or where you take part in a placement, to provide details of progress/attendance)
professional and regulatory bodies
government departments and agencies where we have a statutory obligation to provide information (e.g. Council Tax and Electoral Registration Officers at relevant local authorities, for the purpose of assessing liability for Council Tax and for electoral registration purposes)
crime prevention or detection agencies (e.g. the police, the Department for Work and Pensions and Trading Standards)
parents, guardians, and next-of-kin (where there is a legitimate reason for disclosure)
We may also use still and/or video images of studio based students and staff in on and offline promotional marketing material and social media platforms.
The lawful basis for processing your Information
We may process your personal data because it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into a contract. In this respect, we use your personal data for the following:
to interact with you before you have enrolled as a student, as part of the admissions process (e.g. to answer enquiries about the course)
to deal with any concerns or feedback you may have
for any other purpose for which you provide us with your personal data.
We may also process your personal data because it is necessary for the performance of our tasks carried out in the public or because it is necessary for our or a third party’s legitimate interests. In this respect, we may use your personal data for the following:
to provide you with educational services which may not be set out in our Student Agreement but which are nevertheless a part of our academic and educational mission
to monitor and evaluate the performance and effectiveness of the school including staff training and performance monitoring
to maintain and improve the academic, financial management of the school
to promote equality and diversity throughout the school
to seek advice on our rights and obligations, such as where we require our own legal advice;
recovering money owed to us
We may also process your personal data for our compliance with our legal obligations. In this respect, we may use your personal data for the following:
to meet our compliance and regulatory obligations, such as compliance with anti-money laundering laws and safeguarding requirements
for the prevention and detection of crime
in order to assist with investigations (including criminal investigations) carried out by the police and other competent authorities.
We may also process your personal data where:
it is necessary to protect your or another person’s vital interests; or
we have your specific or, where necessary, explicit consent to do so.
International data transfers
Some of the personal data we process may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”), for example when assisting international students with an application.
In these circumstances, your personal data will only be transferred on one of the following bases:
a European Commission decision provides that the country or territory to which the transfer is made ensures an adequate level of protection; or
there exists another situation where the transfer is permitted under applicable law (e.g. where we have your explicit consent).
Changes to your personal data
Please tell us promptly about any changes to the information we hold about you. This is particularly important for your contact details. You can do this by emailing firstname.lastname@example.org
How long your information is kept
Subject to any other notices that we may provide to you, we may retain your personal data for a period of ten years after your association with us has come to an end. However, some information may be retained indefinitely by us in order to maintain your academic record for archiving purposes.
Under the Data Protection Act you have the following rights:
to obtain access to, and copies of, the personal data that we hold about you;
to require that we cease processing your personal data if the processing is causing you damage or distress;
to require us not to send you marketing communications.
Once the GDPR comes into force in May 2018, you will also have the following additional rights:
to require us to correct the personal data we hold about you if it is incorrect
to require us to erase your personal data
to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller
to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
If you have given your consent and you wish to withdraw it, please contact our Data Protection Officer using the contact details set out below. Please note that where our processing of your personal data relies on your consent and where you then withdraw that consent, we may not be able to provide all or some aspects of our services to you and/or it may affect the provision of those services.
If you have any queries about this privacy notice, how we process your personal data, or to request access to the personal data that we hold about you, you can contact us as follows;
by email: email@example.com
by telephone: 0207 274 0905
or by post: School of Communication Arts 2.0, 4th Floor, St Matthews Church, London, SW2 1JF, UK
If you are not satisfied with how we are processing your personal data, you should raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office directly at https://ico.org.uk/concerns/
You can find out more about your rights under data protection legislation from the Information Commissioner’s Office website available at: www.ico.org.uk.