Notice about how we use your personal information

We are Morthyng Group Limited the data controller of personal information about you.  Our Head Office address is: North Grove House, South Grove, Rotherham, S60 2AF.  The registration number with the ICO is Z6769224.

Our Data Protection Officer is Chris Ellis. If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer at North Grove House, South Grove, Rotherham, S60 2AF or DPO@morthyng.co.uk.

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

Admissions

The information that you give us

As part of your admission to Morthyng we may collect your personal details including: name, address, date of birth, siblings, email address, previous school, first and second language, work assessment data, dates of attendance, exam/test results, religion, free school meals eligibility, ethnicity, health information, next of Kin detail’s, parents details, doctor’s details, behaviour record, sex-related information, genetic data, special needs details and references.

THE USES MADE OF YOUR PERSONAL INFORMATION

We will use your information to manage and administer your education. This will include putting together timetables, for sending event invitations, for communicating with you, for dealing with admissions, for putting together reports and registers, to check entrance exam results, to make arrangements for exams or visits, to consider whether to offer places to students, to consider whether special provision or assistance is required for exams and visits and to be able to tell other colleges your attendance dates if you leave.

THE LEGAL BASIS ON WHICH WE COLLECT AND USE YOUR PERSONAL INFORMATION.

Generally, the information is processed as part of our public interest task of providing education to you.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION.

  • for students who do not then enrol, we keep the data for 2 years.
  • for students who do enrol, Morthyng would keep the data in line with the enrolment data, which can be kept for up to 15 years.

HOW WE SHARE YOUR PERSONAL INFORMATION.

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

  • Feeder Schools -To process the application and confirm enrolment
  • Local Authority – As part of our legal obligation under the Education Act 1996 section 507B for compulsory education for under 18 year olds
  • Youth Services – To support applicants where necessary with careers advice and other support services

We may also share your personal information with third parties who provide services to the College.

Surveys – Surveys to follow up learners who’ve been made offers to find out if they are accepting their place.

HOW WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE EUROPE.

We do not store or transfer your personal data outside Europe.

Enrolment & Administration

THE INFORMATION THAT YOU GIVE US

As part of our administration of the College we may collect your personal and educational details including: your name, address, email address, date of birth, exam results, course details, attendance, sports team membership, sibling details, photo, first and second language, work assessment data, dates of attendance, religion, ethnic origin, health records/conditions (inc. mental health), doctor’s details, behaviour record, special needs details, employer details, benefit evidence, photographs, National Insurance number, free school meal eligibility, previous school and sex-related data.

THE USES MADE OF YOUR PERSONAL INFORMATION

We will use your information to manage and administer your education. This will include information for making registers, timetables, communications, reports, employer information (for example for apprentices and work based learners) and to identify learners who cannot be used for marketing photos.

 

THE LEGAL BASIS ON WHICH WE COLLECT AND USE YOUR PERSONAL INFORMATION.

Generally, the information is processed as part of our public interest task of providing education to you.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

We have a legitimate interest in wishing to interact with you to manage and operate effectively and to ensure that Morthyng is safe and secure for all persons on site.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION.

For students who do not then enrol, we keep the data for 2 years.

For students who do enrol, the college would keep the data in line with the enrolment data, which can be kept for up to 15 years.

 

HOW WE SHARE YOUR PERSONAL INFORMATION.

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

Feeder Schools – To process the application and confirm enrolment

Education and Skills Funding Agency and Department for Education – As part of a legal and contractual obligation to gain funding.

Local Authority – As part of our legal obligation under the Education Act 1996 section 507B for compulsory education for under 18 year olds

Youth Services – To support applicants where necessary with careers advice and other support services

Learner Records Services – To gain Unique Learner Numbers and Personal Learning Records showing achievement, again which is part of our legal requirements with our funders and awarding bodies

Awarding Bodies and Professional Organisations – In order to enter learners for relevant examinations and achieve their courses

We may also share your personal information with third parties who provide services to the College.

Survey Providers (QDP, Survey Monkey) – Limited personal data such as name, course and contact details are passed to 3rd parties to undertake surveys on Morthyng’s behalf to ensure and improve quality of provision to learners and national benchmarking.

HOW WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE EUROPE.

We do not store or transfer your personal data outside Europe.

Finance

THE INFORMATION THAT YOU GIVE US

In order to manage the financial affairs of Morthyng we collect and hold the following information about you: funding information, Bursary information, bank details.

THE USES MADE OF YOUR PERSONAL INFORMATION

We will use your information to ensure your place is appropriately funded, to pay payments to you.

THE LEGAL BASIS ON WHICH WE COLLECT AND USE YOUR PERSONAL INFORMATION.

Generally, the information is processed as part of our public interest task of providing education to you.

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION.

The data is stored for 6 years as with all our other financial data

HOW WE SHARE YOUR PERSONAL INFORMATION.

We may also share your personal information with third parties who provide services to Morthyng.

HOW WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE EUROPE.

We do not store or transfer your personal data outside Europe.

TEACHING

THE INFORMATION THAT YOU GIVE US

As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create as well as your personal data as kept for administration in contacting you. In addition, when you use the IT systems we provide you with access to, we will process the data you input.

THE USES MADE OF YOUR PERSONAL INFORMATION

We will use your information for the purposes of teaching you and measuring your achievements.

THE LEGAL BASIS ON WHICH WE COLLECT AND USE YOUR PERSONAL INFORMATION.

Generally, the information is processed as part of our public interest task of providing education to you.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION.

We keep academic work records for 5 years.

HOW WE SHARE YOUR PERSONAL INFORMATION

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

Feeder Schools – To confirm achievement

Education and Skills Funding Agency and Department for Education – As part of a legal and contractual obligation to gain funding.

Local Authority – As part of our legal obligation under the Education Act 1996 section 507B for compulsory education for under 18 year olds

Youth Services – To support applicants where necessary with careers advice and other support services

Learner Records Services – To gain Unique Learner Numbers and Personal Learning Records showing achievement, again which is part of our legal requirements with our funders and awarding bodies

Awarding Bodies and Professional Organisations – In order to enter students for relevant examinations and achieve their courses

We may also share your personal information with third parties who provide services to the College.

Survey Providers (QDP, Survey Monkey) – Limited personal data such as name, course and contact details are passed to 3rd parties to undertake surveys on the college’s behalf to ensure and improve quality of provision to students and national benchmarking.

HOW WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE EUROPE.

We do not store or transfer your personal data outside Europe.

Former Learners

THE INFORMATION THAT YOU GIVE US

To maintain our former learner network we collect and hold the following information about you: name, address, date of birth, sibling details, former school, positions and interests, current roles and achievements.

 

THE USES MADE OF YOUR PERSONAL INFORMATION

We will use your information to manage and administer our former learner network. This will include:

Contact about events and marketing information.

THE LEGAL BASIS ON WHICH WE COLLECT AND USE YOUR PERSONAL INFORMATION

Generally, the information is processed on the basis of your consent.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

Your data is kept for 5 years or until you opt out.

HOW WE SHARE YOUR PERSONAL INFORMATION

We do not share your information with other parties, however we will use various software to make contact with you.

We may also share your personal information with third parties who provide services to Morthyng.

Contact and Survey Providers (Survey Monkey) – Limited personal data such as name, course and contact details are passed to 3rd parties to undertake surveys and contact you on Morthyng’s behalf.

Your data to enable a login is shared with the company to provide careers and jobs advice

SOCIAL MEDIA

If you like or follow our pages then we will communicate with you in this way.

HOW WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE EUROPE

We do not store or transfer your personal data outside Europe.

Marketing

THE INFORMATION THAT YOU GIVE US

For marketing purposes we collect: names, addresses, dates of birth, email addresses, former school information and year group.

THE USES MADE OF YOUR PERSONAL INFORMATION

We will use your information to: contact you if you have agreed to opt in to marketing campaigns for relevant information.

 

THE LEGAL BASIS ON WHICH WE COLLECT AND USE YOUR PERSONAL INFORMATION

Where you have previously studied with us or commenced an application process previously, then we will send you information about the courses we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of own unsubscribe).

Any other marketing we carry out will be on the basis of consent.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We keep the data for 2 years.

HOW WE SHARE YOUR PERSONAL INFORMATION

We do not share your information with other parties, however we will use various software to make contact with you.

We may also share your personal information with third parties who provide services to Morthyng.

Contact and Survey Providers (Survey Monkey) – Limited personal data such as name, course and contact details are passed to 3rd parties to undertake surveys and contact you on the college’s behalf.

If you like or follow our pages then we will communicate with you in this way.

HOW WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE EUROPE.

We do not store or transfer your personal data outside Europe.

WILL WE MONITOR YOUR USE OF MORTHYNG’S COMPUTERS?

We keep an eye on how you use the College’s equipment and computers and what websites you go on when you are browsing the internet at College. This is because we have legal obligations to protect you, and we also have a legitimate interest in making sure you are using our computer equipment correctly and that you are not looking at any inappropriate content.

If you want to browse the internet privately, you will need to use your own devices which are not linked to the College’s network or internet connection.

YOUR RIGHTS OVER YOUR PERSONAL INFORMATION

You have a number of rights over your personal information, which are:

  • the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used – please refer to the ICO’s website for further information about this (https://ico.org.uk/);
  • the right to ask us what personal information about you we are holding and to have access to a copy of your personal information;
  • the right to ask us to correct any errors in your personal information;
  • the right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information;
  • the right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information;
  • the right, in certain circumstances, to ask us to review and explain our legitimate interests to you; and
  • the right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly-used, machine-readable format.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be notified to you by email.

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