SGS College | Be Outstanding

Covid Update

On Tuesday 29 March, the Secretary of State for Health and Social Care, Sajid Javid, set out the next steps for living with COVID-19 in England from Friday 1 April.

Updated guidance advises:

  • Adults with the symptoms of a respiratory infection, and who have a high temperature or feel unwell, should try to stay at home and avoid contact with other people until they feel well enough to resume normal activities and no longer have a high temperature.
  • Children and young people who are unwell and have a high temperature should stay at home and avoid contact with other people. They can return to college when they no longer have a high temperature, and are well enough to attend.
  • Adults with a positive COVID-19 test result should try to stay at home and avoid contact with other people for 5 days, which is when they are most infectious. For children and young people aged 18 and under, the advice is 3 days.

For education and childcare settings from Friday 1 April:

  • Regular asymptomatic testing is no longer recommended in any education or childcare setting, including in SEND, alternative provision and children’s social care settings. Therefore, we will no longer be able to order test kits .

Privacy


Privacy StatementYour Privacy Matters to Us

We are South Gloucestershire and Stroud College (also known as SGS). Here's a summary of how we respect your privacy and protect your data.

Learn more about how we manage data SGS Sport Community and Junior Clubs Privacy Statement SGS College - COVID-19 Testing Privacy Statement

If you have any concerns about your privacy at SGS, email us [email protected].

What is the purpose of this document:

South Gloucestershire and Stroud College (“we”, “our”, “us”) is committed to protecting the privacy and security of your personal information (“personal data”). This Privacy Notice describes how we collect and use personal information about you in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (the “GDPR”), together with other UK data protection laws.

Our Data Protection Policy, as well as more information on how we process personal data, can be found at: www.sgscol.ac.uk/policies

View our Data Privacy & Protection Policy

Our Data Protection Officer can be contacted at [email protected] if you have any questions regarding this document.

It is important that you read this Privacy Notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing information about you, so that you are aware of how and why we are using your personal data and what your legal rights are in relation to it.

What kind of information does SGS College hold about me?
SGS College takes your privacy very seriously. We only collect information about you so that we can support your studies, assist your progress and progression, and keep you safe. (Click to find out more)
How does SGS College collect my personal information?
We usually collect personal data about you from the information that you and your parents, carers and guardians provide to us during the enquiries, application and enrolment process, or through a third party such as the local authority or from your previous school or college. (Click to find out more)
How does SGS College use the data and information that it collects about me?
Generally we collect and use your information to deliver our services to you and your parents, carers or guardians. We regularly collect and use information about you to:
  • To support your learning
  • To monitor and report on your attainment and progress
  • To provide you with appropriate pastoral care
  • To assess the quality of our services
  • To keep you and other young people safe
  • To meet the statutory duties placed upon us by the department for education (dfe) and office for students (ofs) for data
(Click to find out more)
How might SGS College share my personal data?
SGS College will share your personal data with your parents, carers and guardians 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. (Click to find out more)
How long does SGS College keep information and data about me?
SGS College will retain your personal information for as long as necessary to fulfil the purposes for which we collected it and we keep records of all our data processing activity. (Click to find out more)
What rights do I have in connection with how SGS College collects uses my data?
Everyone has specific rights when it comes to their personal data and how it is used. For example, you have the right to ask to see what information we hold about you and to ask us to correct any personal data that is inaccurate. (Click to find out more)
What should I do if I'm unhappy with how SGS College has handled my data? (Click to find out more)
What kind of information does SGS College hold about me?
SGS College takes your privacy very seriously. We only collect information about you so that we can support your studies, assist your progress and progression, and to keep you safe.

The kind of information we hold about you:

Personal data, or personal information (we use these terms interchangeably) means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Some of the personal data we collect about you is classed as being 'special category personal data (*)', for example information relating to your ethnicity or any disability. Access to and the sharing of this type of information is controlled very carefully.

The type of personal information that we collect, store, and use about you may include:

Categories of personal information Enquirers Applicants Learners (Including former learners) Parents, Carers & Guardians
Academic records
Biometric information
Children looked after (CLA) and Children in need status
Complaint information
Correspondence (with and concerning learners and parents past and present)
Criminal offence data*
Data captured by CCTV systems
Date of birth
Disciplinary records
Education history and qualifications
Education, health and care plan information (EHCP), My Plan, My Plan+*
Employment status, history, and related information
Episodes of being a child in need
Examination scripts and marks
Free school meal eligibility
Financial support information
Gender
Health information, medical conditions or injuries, and learning difficulty and disability status*
Household situation
Initial Child Protection information and Child Protection Plan
Information about certain criminal convictions, for example, where a parent volunteer requires a check with the Disclosure and Barring Service (DBS)
Interests (and extra-curricular activity)
Invoicing details
IP addresses and cookies
Nationality
National Insurance number
Next of kin/emergency/parent/guardian contact information
Personal information and contact details
Photo identification
Photographs/videos for business purposes
Photographs/videos for marketing purposes
Religion, nationality, or ethnicity*
Residency status, right to work and immigration information
References
Sexual orientation*

We may also collect other additional personal information during the course of our relationship with you. If we collect additional information about you we will tell you if we're legally allowed to and if doing so does not require disproportionate effort.

How does the SGS College collect my personal information?
We usually collect personal information about learners through the information they (and their parents) provide to us during the enquiries, application and enrolment process, or through a third party such as the local authority or a previous school or college.

How we collect your personal information:

We usually collect personal information about learners through the information they (and their parents) provide to us during the enquiries, application and enrolment process, or through a third party such as the local authority or a previous school or college.

We also collect personal information about parents and guardians, where relevant. We collect this information either from the learners or directly from their parents, carers or guardians.

Should we collect personal information from a third party (someone other than the person to whom the information relates) we will only use that information for the purposes it was collected. Should the Data Controller intend to further process that personal information for a purpose other than that for which it was collected, we shall let the person to whom that information relates, know in advance of the further processing.

How does SGS College use the data and information that it collects about me?
Generally we collect and use your information to deliver our services to you and your parents, carers or guardians. We regularly collect and use information about you to:
  • To support your learning
  • To monitor and report on your attainment and progress
  • To provide you with appropriate pastoral care
  • To assess the quality of our services
  • To keep you and other young people safe
  • To meet the statutory duties placed upon us by the department for education (dfe) and office for students (ofs) for data

How we use the data and information that we collect:

Data protection laws require us to meet certain conditions before we are allowed to use personal data in the manner described in this Privacy Notice, including having a 'lawful basis' for the processing. Where we process special category personal data or criminal offence data, we are required to establish an additional lawful basis for processing that data.

Some of the grounds for processing will overlap and there may be several grounds which justify our use of your personal information. We may process your personal information without your knowledge or consent where this is required or permitted by law.

Purpose Lawful Basis
To assess your suitability to join SGS College and to enable your participation in our programmes. To deliver and administer your education programme, and related services. • To comply with our legal obligations
• Performance of a task in the public interest (education)
• Necessary for the performance of a contract
To contact parents, carers, guardians (or advocates) in relation to a learners participation on our education programmes. To contact parents, careers or guardians in an emergency. • To comply with our legal obligations
• Performance of a task in the public interest (education)
• Necessary for the performance of a contract
• Where it is needed to protect a person's vital interests and they are not capable of giving consent (e.g. in an emergency)
• With your consent (where applicable)
To administer, or otherwise deliver, our obligations arising from your studies. To provide personal support, including welfare and safeguarding support. • Necessary for the performance of a contract
• To comply with our legal obligations, e.g. in respect health and safety law or equality law
• Performance of a task in the public interest (education)
• Legitimate interests (where applicable)
• Where it is needed to protect a person's vital interests and you are not capable of giving your consent (e.g. in an emergency)
• With your consent (where applicable)
Equal opportunities monitoring. • To comply with our legal obligations
Internal and statutory reporting, audit, and other legal obligations, including compliance with health and safety law and monitoring equality of opportunity or treatment. • To comply with our legal obligations, e.g. employment and health and safety law
• Performance of a task in the public interest (education)
Direct marketing Photography for promotional or advertisement purposes • With your consent
Research and planning purposes. • Performance of a task in the public interest
• Where it is in our/your legitimate interests

We do not generally process personal data based on consent (as we can usually rely on another legal basis, as outlined in the table above). If we do process personal information based on consent, we will inform you of this before we start that processing and you will have the right to withdraw your consent at any time.

Do we need your consent?

We do not generally process personal data based on consent (as we can usually rely on another legal basis, as outlined above). If we do process personal information based on consent, we will inform you of this before we start that processing and you will have the right to withdraw your consent at any time.

What if you fail to provide personal information:

If you fail to provide certain information when requested, we may not be able to provide you with access to our programmes, or we may be prevented from complying with our legal obligations (such as equal opportunities monitoring).

Change of purpose:

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Automated decision-making:

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not make any decisions by automated means; however, we will notify you in writing if this position changes.

How might SGS College share my personal data?
SGS College will share personal data with third parties when we are required to do so by law or where it is necessary for us to provide education services to you.

How we may share your personal data:

We may share your personal data with third parties that are essential to complying with our legal and contractual obligations. For example, we will share personal information with awarding organisations, other schools, colleges and universities, employers, and third-party technology providers. A full register of who we may share your personal data with and why is available on request.

We share learners data with the Department for Education (DfE) and the Office for Students (OfS) on a statutory basis. This data sharing underpins funding and educational attainment policy and monitoring.

To find out more about the data collection requirements placed on us by the Department for Education, you can visit: https://www.gov.uk/education/data-collection-and-censuses-for-schools

Learners aged 16+ We will also share certain information about learners aged 16+ with our local authority and/or a provider of youth support services to enable them to provide services such as:

  • post-16 education and training providers
  • youth support services
  • careers advisers

For more information about services for young people, please visit our local authority website.

Before SGS College shares any personal data, we take appropriate security measures to protect that information, in line with our policies. We do not allow our third-party partners or service providers to use your personal data for their own purposes and we will only permit them to process your personal data for specified purposes and in accordance with our instructions.

SGS College does 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.

However, your data may be transferred outside of the UK, for example, where we use third party providers to deliver our services, such as externally hosted software or cloud providers who store data globally. We undertake strict due diligence on all partners to ensure that they have the adequate safeguards in place to protect your data under Article 46 GDPR.

Cookies and Other Tracking Technologies:

We may use cookies or other technologies to help provide an effective online presence, offer you a more personalised user experience, or market products and services to you.

We also use Social Media such as Twitter, Facebook and LinkedIn. You should be aware that these sites are likely to be collecting information about what you are doing all around the internet, including on SGS College sites. You should check the respective policies of each of these sites to see exactly how they use your information and to find out how to opt out, or delete, such information.

How we keep your data secure:

We have measures in place to help protect the security of your information. Where the infrastructure is in our direct control, we have put in place appropriate security measures to help prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a legitimate need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach, where we are legally required to do so.

What information does SGS College share with parents, carers and guardians
SGS College will share with parents, carers and guardians, personal data about their learners education, attendance, progress (including any disciplinary matters) and information about their attainment and achievement.

Parents, carers and guardians

SGS College will share learner information with parents, carers and guardians in relation to their child's participation in and progress on our education programmes.

We know that it is beneficial to each young person's progress if their school is able to engage with their parents, carers and guardians. Therefore, it is very important that we have up-to-date contact details recorded on our systems.

According to UK GDPR and the Data Protection Act 2018, young people aged 16 and over can decide for themselves and give consent for the processing of their personal information and parental consent is not always required. There may be exceptions in regards of learners with severe learning difficulties, and those who are otherwise unable to decide for themselves.

Children in need and looked after children information

We are required to share information about our children in need and children looked after, with both our Local Authority and the Department for Education (DfE).

We share children in need and children looked after data with the Department for Education (DfE) on a statutory basis, under Section 83 of 1989 Children's Act, Section 7 of the Young People's Act 2008 and also under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

All data about children in need and children looked after is transferred securely and held by the Department for Education (DfE) under a combination of software and hardware controls which meet the current government security policy framework.

How long does SGS College keep information and data about me?
SGS College will retain personal information for as long as necessary to fulfil the purposes for which we collected it and we keep records of all our data processing activity.

Data retention:

We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it. Details of retention periods for different aspects of your personal information are available in our Data Privacy and Protection Policy.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Once we no longer require access to your personal information we will retain and securely destroy it in accordance with our Data Privacy and Protection Policy and applicable laws and regulations.

What rights do I have in connection with how SGS College collects uses my data?
Everyone has specific rights when it comes to their personal data and how it is used. For example, you have the right to ask to see what information we hold about you and to ask us to correct any personal data that inaccurate.

Your individual rights in connection with personal data:

Subject to certain conditions, you have the following rights in relation to your personal data:

  • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information where there is no good reason for us continuing to process it.
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground (Including when we are using it for direct marketing purposes).
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Your duty to inform us of changes:

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

This notice:

We have 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 please don't let this be the last time you read this notice. We may make changes to it from time to time any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.

This version was last updated in May 2023.

What should I do if I'm unhappy with how SGS College has handled my data?

If you are unhappy with how we have handled your data:

Then please get in touch with our Data Protection Officer, who is responsible for ensuring that the SGS College complies with all the requirements of UK GDPR. You can email our Data Protection Officer at: [email protected]

Or you can contact us by post, or via the telephone at:

Data Protection Office
SGS College
Stratford Road, Stroud
Gloucestershire, GL5 4AH
0800 0567 253

If however, you do not wish to discuss your complaint with us, or you are unhappy with our response, you also have the right to lodge a complaint with a supervisory authority, the Information Commissioner's Office (ICO).

This can be done through live chat on the ICO website, or via the telephone at: https://ico.org.uk/global/contact-us/contact-us-public/public-advice/ or 0303 123 1113

More information on the ICO's complaint procedure can be accessed at: https://ico.org.uk/for-the-public/how-to-make-a-data-protection-complaint/

SGS Sport Community and Junior Clubs

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

COVID-19 Testing Privacy Statement

View our COVID-19 Testing Privacy Statement