The personal data we process takes different forms - it may be demographic
information (such as names and addresses), factual information, expressions
of interest and opinion, images or other recorded information which
identifies or relates to a living individual. Examples include:
names, addresses, telephone numbers, email addresses and other contact
- names and contact details of parents and guardians;
admissions, academic, disciplinary and other education-related records,
information about special educational and other support needs, references,
examination scripts and marks;
- education and employment data, including progression data;
- images, audio and video recordings;
financial information (including for bursary assessment or for educational
- courses, meetings or events attended.
As a further education college, we also need to process special category
personal data (including, for example, health, ethnicity, religion or
biometric data) and criminal record information about some individuals
(particularly learners on health and social care courses, or courses of
study which come into contact with children or vulnerable adults). We always
collect special category data in accordance with applicable law (including
with respect to safeguarding, employment and the Public Sector Equality
Duty) or by explicit consent.
Personal data held by us is only processed by trained members of staff for
the purposes for which the data was provided. We take appropriate technical
and organisational steps to ensure the security of personal data about
individuals, including policies around the use of technology and devices,
and access to college systems.
We process personal data to support the College's operations and in
- the recruitment, selection and enrolment of learners;
the provision of education to learners, including the administration of
the curriculum and timetable, and monitoring learner progress and
reporting upon progress and attainment internally and to parents; making
administration entries to public examinations; publishing results and
the provision of educational support and related services to learners (and
parents), including the maintenance of discipline; the provision of
careers and library services; the administration of sports fixtures, trips
and educational study visits; and the provision of the IT and
communication systems and our virtual learning environment (these are all
administered in accordance with our IT policies);
the safeguarding of learner's welfare and the provision of pastoral care,
welfare and, where appropriate, health care;
research into and development of effective teaching, learning and
compliance with legislation and regulation, including the preparation of
information for inspections by the Office for Standards in Education
(Ofsted) and the Office for Students (OfS), and for the submission of
periodic census data;
operational management, including the compilation of learner records; the
administration of invoices, fees and accounts (including outstanding
debt); the management of the Collegeâ€™s property; the management of
security and safety arrangements (including the use of CCTV in accordance
with our CCTV policies); management planning and forecasting; research and
statistical analysis; the administration and implementation of the
College's rules and policies for learners and staff; the maintenance of
historic archives and other operational purposes;
staff administration, including the recruitment of staff and engagement of
contractors (including compliance with DBS procedures); administration of
payroll, pensions and sick leave; review and appraisal of staff
performance; conduct of any grievance, capability or disciplinary
procedures; maintenance of appropriate human resources records for current
and former staff; the provision of references; and
the advertisement and promotion of the College through its own websites
and prospectuses and other publications and communications (including
through our social media channels).
The processing set out above is carried out in order to fulfil our legal and
contractual obligations (including those related to our staff employment
contracts). These purposes also form part of our legitimate interests.
We may share your data with:
organisations operating anti-plagiarism software on our behalf (such as
- third parties who work with us to provide student accommodation;
third parties who provide parking services to the SGS Group (for further
CPM UK Ltd);
third parties who work with us to provide student support services (e.g.
counselling and occupational health);
third parties who provide online portfolio systems (such as Smart Assessor
for further details, click here);
- internal and external auditors;
the European Social Fund and the European Regional Development Fund (for
projects funded by them to open doors to skills, to work, to
qualifications and to a more inclusive society for all Europeans');
those with an interest in tracking student progress and attendance,
including student sponsors, the Student Loan Company and Research Councils
and the National Apprenticeship service);
current or potential education providers (for example, where you take part
in an exchange programme as part of your course);
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);
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
third parties conducting surveys (for example, the National Student Survey
and the FE Choices Survey; the College uses Questback to conduct internal
- the Student Union at SGS
third parties who provide services, including, for example, the provision
of credit control, debt collection and payment plan services (such as
Oriel Collections Limited; for further details, click here); and
parent(s) or guardian(s) if under the age of 18 for the purposes outlined
in the 'How We Share Your Data' section and in the event of an outstanding
debt for a course of any academic year that has failed to have been paid
within 30 days of the start date of said course.
We do not transfer personal data outside of the European Economic Area
unless we are satisfied that the personal data will be afforded an
equivalent level of protection.
South Gloucestershire and Stroud College does not share or sell personal
data to other organisations for its own purposes.
We will share ordinary personal data with the parents (or guardians) of
learners under the age of 18 for the purposes of keeping parents (or
guardians) informed about activities, progress and behaviour, and in the
interests of a learner's welfare, unless, in our opinion, there is a good
reason to do otherwise.
We use technology and third party service providers to monitor how you
interact with our website. This may include which links you click on, or
information that you type into our online forms. This may also include
information about your device or browser or where you are geographically
We have a legitimate interest in understanding how you interact with our
website to better improve it, and to understand your preferences and
interests in order to select offerings that you might find interesting. As
when using all websites, we recommend that to read the cookie notice
Security of your data
We retain personal data only for a legitimate and lawful reason and only for
as long as necessary or as required by law. The College has also adopted
Data Retention Guidelines, which set out the time period for which different
categories of data are kept.
We have physical, electronic and managerial procedures to safeguard and
secure the information we collect.
But please remember
You provide personal data at your own risk; unfortunately no data
transmission is guaranteed to be 100% secure.
When using college systems, you are responsible for your username and
password; keep them safe and secret!
If you believe your privacy has been breached, please contact us
immediately by emailing [email protected].
View our Data Privacy & Protection
You always have the right to withdraw consent, where given, or to otherwise
object to receiving marketing communications. Please be aware, however, that
the school may have another lawful reason to process the personal data in
question, even without your consent. That reason will usually have been
asserted under this Privacy Notice, or may exist under some form of contract
or agreement with you (e.g. an employment contract, or because you have
purchased goods or services from the College).
If you would like to know what personal data we hold or request that the
College amend it, or you would like it to be transferred to another person
or organisation, or you have some other objection to how your personal data
is used, please contact the College.
We will respond to any such written requests as soon as is reasonably
practicable and in any event within statutory time limits, which is one
month in the case of requests for access to information. The College will
always be better able to respond more quickly to smaller, targeted requests
for information. If we consider a request to be manifestly excessive or
similar to previous requests, we may ask you to reconsider it.
You should be aware that the right of access provides a right to know what
information we hold and for what purpose, but it does not provide an
automatic right to assess the documents your personal data may be contained
within, and certain data is exempt from the right of access. This may
include information which identifies other individuals, is commercially
sensitive or is subject to legal privilege. We are also not required to
disclose examination scripts, or any confidential reference given by us for
the purposes of the education, training or employment of any individual.
View our Data Privacy & Protection
The rights under data protection legislation belong to the individual to
whom the data relates. However, we will often rely on parental consent to
process personal data relating to learners (if consent is required) unless,
given the nature of the processing in question and the learner's age and
understanding, it is more appropriate to rely on the learner's consent.
Parents should be aware that in such situations they may not be consulted,
depending on the interests of the child, the parentsâ€™ rights at law or
under their contract, and all the circumstances.
However, where a learner seeks to raise concerns confidentially with a
member of staff and expressly withholds their agreement for their personal
data to be disclosed to their parents, we may be under an obligation to
maintain confidentiality unless, in our opinion, there is a good reason to
do otherwise for example, where we believe that disclosure is in the best
interests of the learner, others or is required by law.
Access to and correction of your information
Learners, and other individuals, can make subject access requests for their
own personal data. A person with parental responsibility is also entitled to
make a subject access request on behalf of a learner, but the information in
question is always considered to be the learner's. Where a parent or other
representative seeks to make a subject access request on behalf of a
learner, the College will act to obtain the consent of that learner before
disclosing personal data.
You may request that we confirm whether or not we are processing your
personal data. If we are, you may request a copy of your personal data,
which we will provide free of charge, together with information about how we
process it, such as the purposes of the processing and the categories of
personal data concerned. However, this is not an absolute right and the
interests of other individuals may restrict your right of access. For
further copies, we may charge a reasonable fee based on administrative
costs. We may decline requests that are excessive or repetitive.
Rectification: You may edit some of the personal data we
hold about you. You can also ask us to change, update or fix your personal
data in certain cases for example, if it is inaccurate.
Erasure: You can request that we erase your personal data.
However, this is not an absolute right and we may be unable to erase
personal data that we are required to retain for statutory, contractual or
Restrict processing: You can ask us to restrict our
processing of your personal data, but only under certain circumstances, such
as if your personal data is inaccurate or unlawfully held.
Data portability: You may ask for a copy of the personal
data you provided to us in a structured, commonly used and machine-readable
format, and you may have the right to transmit this data to another entity.
Objections: You may object to the processing of your
personal data on grounds relating to your particular situation under certain
circumstances for example, for direct marketing. If you have a right to
object and you exercise this right, your personal data will no longer be
processed for such purposes by us, unless there are over-riding compelling
legitimate grounds for the processing, or as otherwise provided under
Please note that we may need to retain certain information for
record-keeping purposes, to complete any transactions that you began prior
to your request, or for other purposes as required or permitted by
Changes of details: The College takes all reasonable steps
to ensure that personal data held in relation to an individual is as
up-to-date and accurate as possible. However, the College expects that
individuals will notify us of any significant changes to important
information, such as contact details.
Our Data Privacy and Protection Policy
View our Data Privacy & Protection
This privacy notice should be read in conjunction with our other policies,
procedures and terms and conditions which make reference to personal data,
including but not limited to our Data Privacy and Protection Policy and our
IT Acceptable Use Policy. The College may update this privacy notice from
time to time. Any substantial changes that affect how we process your
personal data will be notified on our website and to you directly, as far as
If you believe that we have not complied with this policy or have acted
otherwise than in accordance with data protection law, you should notify us
at [email protected].
You can also make a referral to or lodge a complaint with the United
Kingdom's Information Commissioner's Office (ICO), although the ICO
recommends that you seek to resolve concerns with us directly before
The purposes for processing personal data
View our Data Privacy & Protection
SGS Group and its subsidiaries will only process personal data where that
processing is a necessary, targeted and proportionate way of achieving the
Group or its subsidiaries' mission.
By way of general guidance
The SGS Group's lawful basis for processing personal data in respect of
employee information is that the processing is necessary to fulfil
contractual and HMRC obligations, and those within the 'keeping children
safe in education' statutory guidance.
The lawful basis for processing personal data in respect of enrolment,
funding, awarding body registration, teaching, student support, performance
monitoring and research is that the processing is necessary for the
organisation to perform a task in the public interest and for its official
functions; these tasks and functions have a clear basis in law.
The lawful basis for processing personal data in respect of alumni
relations, internal events, fundraising purposes, direct marketing and
marketing research is the pursuit of the Group's legitimate interests. (This
includes the intra-SGS Group transfer of data for administrative purposes,
where those purposes are not detrimental to the rights of the data subject.)
SGS Group and its subsidiaries have a lawful basis for further processing,
where that processing assists the Trust in achieving its mission and is
compatible with the purpose for which the data was initially collected.
SGS Group and its subsidiaries will further process personal data for
archiving purposes in the public interest and for research and statistical
purposes. The processing of personal data in respect of keeping children
safe in education is a legal obligation under the Education Act 2002.
When undertaking any major project concerning the processing of personal
data, or considering processing that is likely to result in a high risk to
individuals interests, SGS Group will undertake a Data Protection Impact
SGS Group will share data with the Department for Education (DfE), the
Education and Skills Funding Agency and the Office for Students on a
statutory basis. This data sharing underpins educational funding and
educational attainment policy and monitoring.
Where required, SGS Group will share information about students with our
local authority (LA) and the Department for Education (DfE) under section 3
of the Education (Information about Individual Pupils) (England) Regulations
For academies and free schools, and where required, SGS Group will share
information about pupils with the (DfE) under Regulation 5 of the Education
(Information about Individual Pupils) (England) Regulations 2013.
SGS Group will share information about students, including special category
data, with the Fisher Family Trust or Alps. This information is shared for
the purpose of educational attainment monitoring. Information shared with
the Fisher Family Trust is subject to a data-sharing agreement for schools
using Aspire and is covered through the end user license agreement, which is
aligned to GDPR.
For higher education learners, and where required, SGS Group will share
information about students with the Office for Students (OfS), the Higher
Education Funding Council for England (HEFCE), the Higher Education
Statistics Agency (HESA), the Home Office (in connection with UK visas and
immigration) and council tax and electoral registration officers at relevant
local authorities (for the purpose of assessing liability for council tax
and for electoral registration purposes).
Data Breach Notification Guidance
Read our Data Breach Notification Guidance Document.
If you're concerned about your privacy or worried that there may have been a
data breach, please contact us.
Our Data Protection Officer can be contacted at:
Data Protection Office
South Gloucestershire and Stroud College
Filton Campus, Filton Avenue
Bristol, BS34 7AT
0800 0567 253 / 0117 931 2121 / 01453 763 424
We can be reached at any of our campuses (just ask at Reception).
Help us make this good statement great
We designed this privacy notice to be as transparent, useful and informative
as possible and we would love to hear any feedback on how we can make it
even better. Please contact us at
[email protected], and one
final plea: please don't let this be the last time you read this notice. We
may make changes to it from time to time and in response to your feedback -
remember, it's your data and your privacy that we're trying to protect!
We currently collect and process information about individuals registered on
an SGS Sport Community or Junior Sport Club.
View our SGS Sport Community and Junior
Clubs Privacy Statement
View our COVID-19 Testing Privacy