General
East College Durham is the Data Controller for the Personal Data we collect and hold. Our Data Protection Officer (DPO) can be contacted, via email, at dpo@eastdurham.ac.uk. Please contact the DPO if you have an enquiry about how East Durham College manages your personal data or if you want to make a request in relation to your personal data rights, including to access information we may hold about you.
We store our General Data Protection Regulation (GDPR) Policy, Data Breach Notification Policy and Freedom of Information Policy in the Resources Section >> of the website which you are welcome to review. The GDPR policy contains more information about personal data rights.
Enquires
If you have asked us to provide you with information or help using our website 'Enquiry Form' or if you have asked us to provide you with information using our 'Contact Us' enquiries@eastdurham.ac.uk email service we will only use your contact details to respond to your enquiry and then discard them. We do not store this data in our business systems - ProSolution. If you go on to apply for a course or enrol with the College we will collect and use other Personal Data, more information on how this data is managed and used can be found below.
Applications
When you apply for a course we will create an account on ProSolution to store information about your application and use it to contact you, or an appropriate parent/carer, in relation to your application, interviews, events and offers. You can manage your application, including your contact preferences, by contacting enquiries@eastdurham.ac.uk
If you don't choose to join a course of study within six years of creating the account, or if you don't want us to keep your information anymore, we will remove your application details from our system.
The information provided on the Application Form will be used to determine the offer we make to you. Along with the other personal details collected at interview, if you are subsequently enrolled, we will keep it for six years after you have left the College to ensure we have adequate records to deal with enquiries and complaints.
In addition to this we will ask you to declare if you have a relevant criminal conviction. If you do we will use this information to decide whether to make you an offer to study with us. However we will discuss this with you to ensure we understand your situation fully.
For under 18 applicants to FE courses, information may be shared with your previous school as part of our public task to assist local authorities in promoting participation of vulnerable young people not in education, employment or training (NEET).
More information about how we manage the data you provide at enrolment can be found below.
Enrolment
If you want to update or remove any of the personal data you have provided at enrolment you can make a request to do so by contacting enquiries@eastdurham.ac.uk or by calling into Student Services. Some data change types will be required to be made by our MIS & Exams Department.
Most of the information collected at enrolment is required by us to deliver your course and to prove you are studying with us. To do this and to fulfil our contract with you we will share relevant information about you with our Funding Providers, Validating and Awarding Bodies, End Point Assessment organisations, sub-contracted service providers and with any of our partner institutions that are contracted to deliver your course(s). If we are asked by a local authority or school to confirm that you are studying with us we will only do so if we are required by law or government authority; if we know you have given consent; or in order to enable you to receive a benefit (eg. Council Tax Benefit). We may also share your personal information with our Auditors to demonstrate our adherence to the law and good practice and we do this because it is a legal obligation of the College.
Information on how Durham County Council may process your data
We will retain data that is required by East Durham College and our Funding Providers for six years after your course ends in order to administrate your enrolment contract with us. If you are studying on a course funded by ESF we will need to retain some of your personal data relating to the administration of your enrolment and progress on the course that is required by our Funding Providers until 2030.
We will retain some data indefinitely as a permanent record to show who you are, when you attended East Durham College, what your assessment marks were and what award you achieved. This will help us to supply you with a reference or transcript if you request one as part of our public task and ultimately for archival purposes in the public interest.
For information about provision of transcripts, please see the section on Academic Registry Services (Under construction) >>
We will need to take your photograph for your East Durham College Student ID Card, which also acts as your Arriva North East bus pass. This is so we can ensure the safety and security of everyone at the College and we'll keep this photo with your student record for six years after your course ends.
We will also ask if you want to provide an image of your fingerprint so we can give you access to the Cashless Catering Facilities. The code based on this image will only be held on our systems for the academic years during which you are studying with us.
Students on some courses are required to undertake a DBS check before they can be accepted onto the course. It is important that these students are aware of the GOV.UK DBS Privacy Policies.
In addition to this we will ask you to declare if you have a relevant criminal conviction. If you do we will use this information to decide whether to make you an offer to study with us. However we will discuss this with you to ensure we understand your situation fully.
We will ask for information about your current personal situation in order to allow us to provide suitable support and in order to fulfil requirements of our regulators like ESFA and OfS.
If you tick to receive marketing and market research information from us on the enrolment form we (or our funding partners) may contact you about courses or for feedback on your experience at East Durham College.
If we collect other data from you in the course of your study we will inform you why we have asked for it, what we will use it for, who we may pass it to and how long we intend to keep it for. Please see our Post-enrolment Privacy Notice below.
Post-enrolment
We will only collect and use personal information that you have provided to us during your study to help both you and your Lecturer/Progression Coach manage your progress on the course(s) in line with our contract with you and as part of our Public Task; and also to ensure your personal details are up to date.
We will not pass data to any third parties unless it is required by law or governmental authority.
Your permanent record (name, address, date of birth, courses attended, awards and dates of study) will be held by East Durham College so we can supply you with a reference or transcript if requested and ultimately the data will be held for archival purposes in the public interest.
Your progress records will be held for six years after you finish the course to ensure we have adequate records to deal with enquiries and complaints.
If we collect other data from you in the course of your study you can expect to be informed why we have asked for it, what we will use it for, who we may pass it to and how long we intend to keep it for.
Where we store progress information in a system which is hosted offsite we try to ensure your personal data is anonymised and we always make sure the company holding the data has the most appropriate security in place.
Any personal data held on Canvas will be removed when your enrolment at East Durham College ends. Your coursework may be held by the College for up to five years after your course ends depending on the requirements of the relevant Exam Board.
For some courses, we will submit your work to Turnitin so we can do an anti-plagiarism check.
If applicable to your programme we will share enrolment data with system providers in order to facilitate your access to external systems and portals that you need to access to complete your course. This will only be shared during your time of study with East Durham College.
Your MS365 account, which includes your East Durham College email, is held on the Microsoft cloud and is provided for your use during your course of study at East Durham College Durham.
East Durham College uses MyConcern to store personal data for some students in relation to safeguarding as part of our legal obligation under the statutory guidance 'Keeping Children Safe in Education'. This data is retained for six years after the student leaves East Durham College.
Services
If you choose to become a customer or client of East Durham College you can expect to be informed about how your data will be processed when you take advantage of the service(s) offered.
Customers can also contact our Data Protection Officer with enquiries by emailing dpo@eastdurham.ac.uk
We will collect information relating to special educational needs, disabilities and additional support so we can work with you to ensure that you receive the appropriate help and advice. Further information on how this information is used is provided on the forms we use to collect the data. If you have any questions about our use of this data. please contact the Additional Learning Support team at ALS@eastdurham.ac.uk
The Learning Resources Centre (Library) uses personal information collected during the enrolment process from ProSolution in their EOS system, in order to provide its lending services. If you want to amend any of this data, please contact learningresources@eastdurham.ac.uk
Our Hair & Beauty Salon and Impact Health & Fitness Gym collects and manages client records securely. We only use this information to manage your treatment/membership with us and will only share it with student and staff practitioners within the commercial service unless we have your additional consent to provide it to a third party. Your information will be held for seven years from your last appointment with us and then will be securely disposed of. If you want to make any amendment to your personal details held by us please contact the Salon or Impact.
If you are a visitor to East Durham College the information we collect from you is used to verify your identity and ensure your visit is authorised. The information you provide will be stored for one year after your last visit to us. Any badges are confidentially destroyed when no longer required.
If you are a supplier of services to East Durham College or a student who has been paid a bursary or refund you can expect us to hold your data in our finance system and PayMyStudent for up to seven years from the last date we paid you, this is so we can ensure we have adequate records to deal with audits, enquiries and complaints.
Employees
Applying for a position at East Durham College
When applying for a position at East Durham College you need to be aware that East Durham College are not responsible or liable for how other sites collect and use your information. Please check the individual third-party websites' privacy policies before submitting your personal information to those websites.
The personal data that the East Durham College application form collects about you will be used for the purposes of processing your application. If your application is successful it will be used to form the basis of your staff record.
Where you are unsuccessful in the selection process, manual records will be kept for six months and then destroyed.
You will be required to undertake a DBS check before you can be appointed to a post at East Durham College. It is important that job applicants are aware of the GOV.UK DBS Privacy Policies.
Working for East Durham College
While you are employed by East Durham College, we will keep your information in a Personal File to enable us to administrate your contract of employment. We will keep you informed of the reasons for any extra information we collect from you and the purposes this will be used for as well as the length of time for which it will be held.
More information can be found in our GDPR policy in the Policy Section >> of the website.
You have the right to make a request for information about yourself by emailing dpo@eastdurham.ac.uk. You may find East Durham College's guidance on Making a Data Protection Request useful in such matters which can be located on the staff intranet.
You can also edit your personal details via the employee self-service system Carval whenever you wish. Alternatively, you can email humanresources@eastdurham.ac.uk to do this.
East Durham College collects CV and CPD data for all staff and occasionally is required to share this information with external parties with whom the College has a contract. This will usually be information about staff involved in the delivery under the contract in order to prove the fitness of the appointed person to perform the services which the College is contracted to provide. The legal basis for the sharing is that it is necessary in order to facilitate the contract of employment we have with our staff. We may also share your personal information with our Auditors to demonstrate our adherence to the law and good practice and the legal basis for this sharing is that it is a legal obligation of the College.
Information on how Durham County Council may process your data
During your employment you will have access to an Office 365 account which will be hosted externally by Microsoft.
What happens to your data when you leave employment?
When you leave employment at East Durham College, most of your employment records will be disposed of six years after you have left. However, we will retain limited evidence of your employment, such as your employment dates and any payroll / pension information. This is to ensure we have sufficient information in case you have any enquires about your pension, or if you require a factual reference. We consider this processing to be in your legitimate interest. This limited information will be kept for 75 years. You have the right to request that this information is removed from your record. In order to request this, please email humanresources@eastdurham.ac.uk.
We will not pass your data to any third parties without your consent unless it is required by law.
Your network account, including email, home folder and Office 365 account will be disposed of four months after your employment ends.
Supply Pool
Human Resources administrate an annual cleanse on the Supply Pool every March. During this cleanse, if you are registered on the Supply Pool you will receive an email to determine whether you wish to remain registered. Where you confirm to remain registered, East Durham College will keep your personal data (as explained in the ‘Jobs & Working for East Durham College' section).
If you wish to be removed from the Supply Pool, most of your employment records will be disposed of six years after you have left. However we will retain limited evidence of your employment, such as your employment dates and specific payroll information. This is to ensure we have sufficient information in case you have any enquires about your pension. We consider this processing to be in your legitimate interest. This limited information will be kept for 75 years.
You have the right to request for information about yourself by emailing dpo@eastdurham.ac.uk. You also have the right to request that this information is removed from your record. In order to request this, email humanresources@eastdurham.ac.uk
Closed Circuit Television (CCTV) Privacy Notice
The use of Closed Circuit Television (CCTV) has been recognised as a powerful tool in the fight against crime, both in its prevention and detection. East Durham College uses a CCTV system around each campus covering many of the entrances, main public access areas and car parks. The CCTV recordings are used for public safety interests, crime prevention and assisting to provide a safe and secure environment for the benefit of those who work, study and visit any East Durham College site.
Under what legal basis does the processing of my personal data take place?
The General Data Protection Regulations (GDPR) and Data Protection Act 2018 provide a number of different legal bases under which processing of personal data may take place. In this case the following bases apply:
Processing is necessary for the performance of a task carried out in the public interest
The tasks carried out in the public interest are undertaken to:
- Maintain public safety
- Assist in the prevention and investigation of crime and disorder
- Facilitate the apprehension and prosecution of offenders in relation to crime and disorder
- Maintain a healthy, safe and secure environment throughout our sites
Furthermore, the following laws apply to the use of CCTV:
- Section 163 of the Criminal Justice and Public Order Act 1994
- Crime and Disorder Act 1998
- Protection of Freedoms Act 2012; and in certain circumstances, the Regulation of Investigatory Powers Act 2000
The system is NOT used for monitoring staff day-to-day activities. The system may be used in specific circumstances to locate any individuals believed to be at risk.
Where do we get your personal data from?
Personal data is obtained from individuals who are filmed by CCTV cameras which are located across East Durham College sites both inside and outside buildings.
What do we use your information for?
CCTV recordings are processed in the interests of public safety and for the prevention and detection of crime. Recordings are also provide enforcement agencies with evidence of criminal activity, for formal actions including prosecutions in court and identification of offenders in investigations. The East Durham College Estates Team may record other information which may be used to supplement that captured on CCTV as further evidence if required.
Who else do we pass this information on to?
- Police Forces
- Other law enforcement agencies or emergency services
- Requestors who make requests under Data Protection or Freedom of Information legislation
CCTV may also be shared with East Durham College partners where appropriate and where there is lawful basis to do so.
How long do we keep this information?
Images are retained on the server for approximately 30 days. Footage which has been saved off the system will be retained for a period of three months. Footage which has been saved off the system for evidentiary purpose, at the request of the Police or for pending civil claims will be retained for six years.
Our Website Information
We use live chat software on our website, this is provided by Click4Assistance, a third party UK-based software company. Information regarding how the data is processed and stored can be viewed here.
https://www.click4assistance.co.uk/click4assistance-web-chat-software-cookie-policy
East Durham College makes all reasonable efforts to ensure that the information on this website is correct and current. Please note however that the content is naturally subject to change from time to time. If you have an enquiry about the information on this website please email us at enquiries@eastdurham.ac.uk or marketing@eastdurham.ac.uk
All materials on this website are the copyright of East Durham College or are reproduced with permission from other copyright owners. All rights are reserved. The materials on this website may be retrieved and downloaded solely for personal use. No materials may otherwise be copied, modified, published, broadcast or otherwise distributed without the prior written permission of East Durham College unless explicitly stated.