1. What personal and special category data do we collect and process about you?
The data below is what we may collect during the process of enrolling you, teaching you, assessing you and certifying you:
- Details about yourself including your name, date of birth and gender.
- Contact details – including address, telephone number and email address.
- Details of your previous qualifications, employment and educational history.
- Information about medical or health conditions, including whether or not you have a learning disability or difficulty.
- Information about your family or personal circumstances.
- Employer name and address for Apprentices/other employees/volunteers/placement students for the purposes of risk assessment, insurance, funding.
- Enrolment attendance, assessment and progress monitoring data.
Other data we collect:
- Emergency contacts - GDPR Article 6d (Vital Interests). For those over age 18 at the start of the course/activity (1st September), the information is optional.
- However, for candidates who are internal, HR records may be used to access your emergency contact information should this be required.
- Parent/carer details for those who may be classified as a vulnerable adult at the start of the academic year under GDPR Article 6e (Public Task) in order to support our duty to support the education and learning as fully as possible.
- Use of eLearning, Open Athens and other learning services for utilisation monitoring purposes.
2. How do we collect your personal information?
Most of the information above is collected directly from yourself via an application, enrolment or other St Peter’s Hospice Education Department form. However some information such as previous qualifications, or special needs, may be collected from other organisations such as the Department for Education (DfE), the Local Education Authority, your previous education institution, Awarding Organisations and other education providers.
3. Why do we process your personal information?
- To provide you with the best possible opportunities to succeed.
- Process your application, arrange and provide support at interview, and inform decisions about suitability of course, and to process your enrolment.
- Set targets and monitor your progress and attendance.
- Ensure your health, safety and well-being.
- Register you with the appropriate awarding body, where applicable, and to arrange examinations and certifications.
- Administer and monitor your use of facilities at the Hospice, including e-learning.
- Administration of complaints.
- Enlist participation in feedback surveys.
- Monitor compliance with Hospice regulations and policies.
- Hospice reporting/ performance monitoring.
- Monitor your outcome / progression as a candidate.
- Contact you for marketing purposes if you have provided consent.
- Use your image for marketing purposes if you have provided your consent.
4. What are our legal grounds for processing your personal information?
The Education Department has legal grounds for processing your personal information in accordance with the statutory requirements associated with university-level qualifications and other qualifications that require awarding organisation approval (e.g. ILM).
We collect personal data under General Data Protection Regulations (GDPR) Article 6c (Legal Obligation), and 6e (Public Task) and the Data Protection Act 2018 in order to meet our legal obligations with the Education and Skills Funding Agency (ESFA) and the Office for Students (OFS).
5. What are our legal grounds for processing your special category data?
It is deemed reasonable grounds that the Education Department may collect information on its candidates to monitor overall performance in order to improve the quality of provision.
It is also deemed reasonable to comply with any funding agency regulations, government regulations, NHS, CQC, Charity Commission and other regulatory/statutory body.
We collect special category data under General Data Protection Regulations (GDPR) Article 9d (legitimate activities with appropriate safeguards) and the Data Protection Act 2018 in order to meet our legal obligations with the Education and Skills Funding Agency (ESFA) and the Office for Students (OFS).
6. What would happen if we did not collect and process your personal information?
If you do not provide the data required to meet legal and regulatory obligations, including data that is required by awarding organisations, you will not be able to enrol on a course/activity.
If you do not provide other information requested for example learning difficulty information, we may be unable to provide the standard of service we would like to provide, to help you succeed.