Data Protection and Privacy
- About us
Which organisation is processing my personal information? Exeter College Further Education Corporation, Hele Road, Exeter, EX4 4JS 01392 400 500Who is the person responsible for data protection? The Data Protection Officer is Martina Esser. The Data Protection Officer can be contacted on the telephone number above or by emailing DPO@exe-coll.ac.uk
Exeter College is registered with the ICO – the Registration Number is Z7131274
- How does the College collect your personal information?
We may collect your personal information directly from you or from a variety of sources, including:
• at a course advice or open event
• when you visit our website or enquire about a course
• when you apply to join Exeter College and then enrol onto a course
• during your studies when you are a student with us
- Why does the College collect and use your personal data?
We process personal information to deliver educational services. We may use personal data for different purposes (including sensitive personal data). These include:
• employment, if you are working for us
• to maintain records, to support the services we provide
• visits to one of our sites, so that we know who is on the premises and to keep you safe in case of an emergency
• providing IT and information services to support education and other work at the College
• educational provision when you apply and enrol for courses with us
• providing support services
- Does the College have the right to process your personal information?
We will only process personal data if we have a lawful basis for doing so. Processing for different purposes may have different lawful bases. We will always explain why we are processing personal information whenever we collect it from you.
- Which organisations does the College share your personal information with?
The College shares personal information with other organisations where there is a legal requirement to do so. The organisations that we share personal information with can be found here.
- What categories of personal information does the College receive from third parties?
The College collects and processes information from third parties. Sources of information may relate to education, finance, careers services, other public sector services.
- How long does the College keep your personal information for?
The College will keep personal information for a period of 7 years following the ending of its formal relationship with a person.
The Data Retention Exception Schedule lists all permissible exceptions to the 7 year limit and is available on the Data Protection section of the College website. The reasons for making an exception may be legal, contractual, to support business processes or or to ensure your rights in connection with the subject rights requirements.
- Does the College transfer personal information to other countries?
The College will only transfer personal data to other countries where it is safe to do so. Where a transfer of personal data is is planned to happen only once, the College may ask for your consent.
- What are your responsibilities as a data subject?
Exeter College collects and processes personal data necessary for the operation and promotion of the College and where it is in the best interests of the data subjects. To help us in this task, you need to provide accurate and complete personal data to us, so that we can fulfil our obligations. If you fail to give us the information we ask for, the contract that you enter with the College may be invalid. Exeter College will ask for your consent, if we would like to use your personal data for marketing or promotions. If you give us your consent at first but then change your mind, you can withdraw your consent again at any time. The College does not process your personal data for automated decision-making or profiling.
- What rights do you as a data subject have over your personal information?
• to ask us for access to information about you that we hold
• to have your personal data updated, if it is inaccurate or incomplete
• to request the deletion or removal of your personal data from our systems, where there is no legal or other compelling reason to store and use it
• to restrict our processing of your personal data (i.e. you permit us to store it but no further processing)
• to object to direct marketing (including profiling)
• not to be subject to decisions based only on automated processing
- How should you go about exercising your rights?
To exercise these rights, you should contact the Data Protection Officer by email, telephone or letter. DPO@exe-coll.ac.uk / 01392 400500 / Data Protection Officer, Exeter College, Hele Road, Exeter, EX4 4JS.
- How can I complain if I have concerns about the way the College is processing my personal information?
If you are unhappy about how we use your personal information, you can use the College’s Complaints Procedure. If you are still unhappy about how the College is processing personal information after you have heard back from us, you should contact the Information Commissioner’s Office ico.org.uk
Exeter College aims to protect the privacy of those whose personal information it processes.
From this page you can…
| Be clear about the organisation(s) controlling and processing your personal data | The Data Controller is: Exeter College Further Education Corporation Hele Road, Exeter, EX4 4JS 01392 400 500 ICO registration number: Z7131274 |
| Access College policies and other documents governing the custodianship of personal information | Exeter College Data Protection Policy Retention and Disposition Policy Exeter College Data Retention Schedule Exeter College Information Governance Policy Exeter College CCTV Policy Giving and Withdrawing Photographic Consent Freedom of Information Policy Organisations with which Exeter College may share personal data |
| Access the College’s general terms for sharing data with employers, other data controllers and processors | Exeter College data sharing agreement with employers of work based learners Exeter College data sharing agreement with joint data controllers Exeter College data sharing agreement with other data controllers |
| Obtain extended personal privacy information relevant to your relationship with the College | Privacy information for learners (other than university-level) Privacy information for students (university-level) Privacy information for parents, guardians, carers and nexts of kin Privacy information for Exeter College employees, workers and applicants Privacy information for members of the public |
| Contact the College’s Data Protection Officer | The Data Protection Officer is: Martina Esser Exeter College Hele Road Exeter 01392 400 500 |
| Find out information about your rights as a data subject | All data subjects have the following rights under the law: The right to be informed The right of access The right to rectification The right to erasure The right to restrict processing The right to data portability The right to object Rights in relation to automated decision making and profiling. |
| Find out further information about data protection law from the Information Commissioner’s Office | Information Commissioner’s Office. |
| Access the College’s Compliments, Comments and Complaints Procedure | Exeter College Compliments, Comments and Complaints Procedure. |
DPO Contact Form
If you need to contact the DPO, you can contact them using this form.