Home Open Events 2021/22 Courses Student Life About Wyke Parents News, Dates & Events Advice and Guidance Policies Remote Learning Offer Blended Learning Policy Safeguarding Coronavirus Information Covid-19 Student Information and Reporting Freedom of Information Data Protection Equality and Diversity Behaviour Management Policy Local Offer Compliments, Concerns and Complaints Contact Apply Online Tel: 01482 346347 Email: office@wyke.ac.uk Moodle Parents Email Data Protection & GDPR Please read below Wyke’s policies for Data Protection / GDPR. These include our privacy notice for parents / guardians applying for financial support, how Wyke uses student information and how we use applicant information. All of these policy documents are available to download at the foot of this page. Privacy Notice – How we use Applicants’ Information The categories of student information that we collect, hold and share on you as an applicant to our College include: Personal information (such as name, student address, telephone numbers, previous school, parental contacts) Characteristics (such as ethnicity, language, nationality, country of birth) Assessment information, such as qualifications on entry SEN and medical information if this has been disclosed to us Information obtained for Safeguarding purposes If you are enrolling for post 16 qualifications, the Learning Records Service will provide us with your unique learner number (ULN) and may provide with us with details about the your learning or qualifications. Why we collect and use this information We use the applicant data: to assess an applicant’s suitability for a programme of study at Wyke Sixth Form College to assess if we are able to provide appropriate support, care and guidance to ensure we meet all statutory requirements of SEND, safeguarding and equality & diversity to ensure that we meet our statuatory funding requirements The lawful basis on which we use this information We collect and use applicant information under Article 6 (1). of the the General Data Protection Regulation 2018 (GDPR): (c) processing is necessary for compliance with a legal obligation to which the controller is subject; (d) where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; We also collect and use applicant information which is defined as a special category of personal data, such as ethnicity, under Article 9 (2). of the the GDPR 2018: (g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject; Collecting applicant information Whilst the majority of student information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this. Storing applicant data Retention of records is based on the principle that your personal data will not normally be kept for longer than is broadly necessary. If you do not go on to fully enrol at Wyke Sixth Form College, your personal data will be held for one full academic year following the date of application, and will be referred back to if there is a subsequent application to the College in that time. Once you are enrolled, we hold your data for six years following withdrawal from the College in hard copy and electronic format, at which point it will be destroyed, or anonymised, and we will no longer be able to access this even if it is requested. Once enrolled the, the Student Privacy Notice will apply. If you receive funding from the European Social Fund (ESF) programme, we are required to keep your data until 31 December 2030 under current rules. Who we share applicant information with We routinely share your application information with: local authorities other educational providers that you attend Parent / Guardian contacts who have been provided as part of the application Data Processors who enable the College to provide services, such as Janet Text, Parent Pay, Nationwide Retail Systems (NRS) East Yorkshire Motor Services (EYMS) Sharing student information We do not share information about you with anyone without consent unless the law and our policies allow us to do so. Otherwise, before sharing information with a third party, we will either obtain your consent or establish that the sharing is necessary (which includes ensuring that the data shared is kept to a minimum), fair and otherwise within the law. Data collection requirements To find out more about the data collection requirements placed on us by the Department for Education, for example; via the Individualised Learner Record (ILR) go to https://www.gov.uk/education/further-education-financial-management-and-data-collection Requesting access to your personal data Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, please email subjectaccess@wyke.ac.uk You also have the right to: in certain circumstances object to processing of personal data that is likely to cause, or is causing, damage or distress prevent processing for the purpose of direct marketing object to decisions being taken by automated means in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and claim compensation for damages caused by a breach of the Data Protection regulations If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ Contact If you would like to discuss anything in this privacy notice, please contact: William Jackson, Data Protection Officer 01482 346347 subjectaccess@wyke.ac.uk We will continually review and update this privacy notice to reflect changes in our practices and, when appropriate, in response to feedback from the public, as well as to take into account changes in the law. Privacy Notice for Parent / Guardians and Students Applying for Financial Support The student and parent / guardian information that we collect and hold in relation to the Financial Support application are: Personal information (such as name, student address, telephone numbers) Financial records such as proof of benefits, proof of income (which may include tax credits and universal credit information, tax information, wage slips etc.) Declarations of personal circumstances Bank details if the financial support award applied for involves direct payments being made Why we collect and use this information To assess eligibility for financial support based on the criteria set by the College. The lawful basis on which we use this information We collect and use student information under Article 6 (1). of the General Data Protection Regulation 2018 (GDPR): (c) processing is necessary for compliance with a legal obligation to which the controller is subject; (e) where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; We also collect and use applicant information which is defined as a special category of personal data under Article 9 (2). of the GDPR 2018. To demonstrate best practice, we define financial information and any details of financial awards that students receive, as special category data. (g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject; Collecting student information The collection of this data is on a voluntary basis, but we are unable to process any financial support application if this information cannot be provided. Storing student data Retention of records is based on the principle that your personal data will not normally be kept for longer than is broadly necessary. All records relating to financial support will be stored securely in electronic format for a period of 6 years. Hard copies will be destroyed in a secure and confidential manner. Who we share information with We routinely share financial support information with: the Department for Education (DfE) and Education and Skills Funding Agency (ESFA) other educational providers that students attend before and after leaving us Parent / Guardian contacts who have been provided as part of the application Data Processors who enable the College to provide services, such as Parent Pay, Nationwide Retail Systems (NRS), East Yorkshire Motor Services (EYMS) Sharing student information We do not share information about our students with anyone without consent unless the law and our policies allow us to do so. Otherwise, before sharing information with a third party, we will either obtain your consent or establish that the sharing is necessary (which includes ensuring that the data shared is kept to a minimum), fair and otherwise within the law. We share students’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins educational funding and educational attainment policy and monitoring. Data collection requirements Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your / your child’s financial support information, please email subjectaccess@wyke.ac.uk You also have the right to: in certain circumstances to object to processing of personal data that is likely to cause, or is causing, damage or distress prevent processing for the purpose of direct marketing object to decisions being taken by automated means in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and claim compensation for damages caused by a breach of the Data Protection regulations If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ Contact If you would like to discuss anything in this privacy notice, please contact: William Jackson, Data Protection Officer 01482 346347 dpo@wyke.ac.uk We will continually review and update this privacy notice to reflect changes in our practices and, when appropriate, in response to feedback from the public, as well as to take into account changes in the law. Privacy Notice – How we use Students’ Information The categories of information that we collect, hold and share on you as a student at our College include: Personal information (such as name, student address, telephone numbers, previous school, parental contacts) Characteristics (such as ethnicity, language, nationality, country of birth, free school meal eligibility) Assessment information, such as qualifications on entry SEN and medical information if this has been disclosed to us Information obtained for Safeguarding purposes Assessment information, such as qualifications on entry, and actual and predicted grades during time at College Behavioural information and comments from teachers and tutors on progress Attendance information (such as sessions attended, number of absences and absence reasons) Biometric information to operate our cashless catering system (consent is obtained) When you are enrolling for post 16 qualifications, the Learning Records Service will provide us with a your unique learner number (ULN) and may provide with us with details about the your learning or qualifications. Why we collect and use this information We use your data: to assess your suitability for a programme of study at Wyke Sixth Form College to assess if we are able to provide you with appropriate support, care and guidance to ensure we meet all statutory requirements of SEND, safeguarding and equality & diversity to provide appropriate pastoral care to assess the quality of our services and outcomes to comply with the law regarding data sharing to ensure that we meet our statuatory funding requirements The lawful basis on which we use this information We collect and use student information under Article 6 (1). of the the General Data Protection Regulation 2018 (GDPR): (a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; o (this relates to data used only for direct marketing, and the use of photographic images for marketing purposes only) processing is necessary for compliance with a legal obligation to which the controller is subject; where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; We also collect and use student information which is defined as a special category of personal data under Article 9 (2). of the the GDPR 2018, such as biometric and ethnicity data. To follow best practice, we also define other sensitive data as a special category, for example SEN data, financial support (bursary) information and whether a young person is looked after. (a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject; o Please note that for students under 18 we use parental consent for biometric data in accordance with the Protection of Freedoms Act 2012 processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject; The right to data portability Data that we have collected under the lawful basis of consent is subject to the right of data portability. This allows you to obtain data that we hold on you and to reuse it for your own purposes. You are free to either store the data for personal use or to transmit it to another data controller. As this only applies to photos and other data used for marketing purposes, we will ensure that these are available to you in a structured, commonly used and machine-readable format. Collecting student information Whilst the majority of student information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this. Storing student data Retention of records is based on the principle that your personal data will not normally be kept for longer than is broadly necessary. Once you are enrolled, we hold your data for six years following withdrawal from the College in hard copy and electronic format, at which point it will be destroyed, or anonymised, and we will no longer be able to access this even if it is requested. If you receive funding from the European Social Fund (ESF) programme, we are required to keep your data until 31 December 2030 under current rules. Who we share student information with We routinely share your information with: the Department for Education (DfE) and Education and Skills Funding Agency (ESFA) local authorities educational providers that students’ attend before and after leaving us Parent / Guardian contacts who have been provided as part of the enrolment Exam boards and the Joint Council of Qualifications (JCQ) Data Processors who enable the College to provide services, such as Janet Text, Parent Pay, Nationwide Retail Systems (NRS), East Yorkshire Motor Services (EYMS), Alps, Alis, QDP, CPOMs. Wyke College keep a full register of all data Sharing student information We do not share information about our students with anyone without consent unless the law and our policies allow us to do so. Otherwise, before sharing information with a third party, we will either obtain your consent or establish that the sharing is necessary (which includes ensuring that the data shared is kept to a minimum), fair and otherwise within the law. We share students’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins educational funding and educational attainment policy and monitoring. Data collection requirements To find out more about the data collection requirements placed on us by the Department for Education, for example; via the Individualised Learner Record (ILR) go to https://www.gov.uk/education/further-education-financial-management-and-data-collection Youth support services – Students aged 16+ We will also share certain information about students aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996. This enables them to provide services as follows: 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. Requesting access to your personal data Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, please email subjectaccess@wyke.ac.uk You also have the right to: object to processing of personal data that is likely to cause, or is causing, damage or distress prevent processing for the purpose of direct marketing object to decisions being taken by automated means in certain circumtances to obtain and reuse your personal data for your own purposes across different services (data portability). This relates to data which we process using your consent in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and claim compensation for damages caused by a breach of the Data Protection regulations If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ Contact If you would like to discuss anything in this privacy notice, please contact: William Jackson, Data Protection Officer 01482 346347 dpo@wyke.ac.uk We will continually review and update this privacy notice to reflect changes in our practices and, when appropriate, in response to feedback from the public, as well as to take into account changes in the law. Document Download All of these policies are available to download as a pdf document. A free Adobe Acrobat reader is available at https://get.adobe.com/uk/reader/ Privacy Notice for Parent / Guardians and Students Applying for Financial Support Privacy Notice – How we use Students’ Information Privacy Notice – How we use Applicants’ Information Privacy Notice – Trips Information Wyke Sixth Form College Bricknell Avenue Hull East Yorkshire HU5 4NT Telephone: 01482 346347 Email: office@wyke.ac.uk Site Map Courses Student Life On Campus About Wyke News and events Parents Contact Safeguarding Policies Terms & Conditions Privacy & Cookies Accessibility Connect /WykeSixthFormCollege @wykecollege /Wyke01 Flickr /wykesfc © 2021 Wyke 6th Form College. All rights reserved.