Privacy Notice
How we use your information
Frontier
Learning Trust uses your personal information in order to provide you with
courses, events and wider opportunities. When you are an applicant, this is
necessary to communicate with you in the consideration of offering you a place
at a school or college within the Trust. When you are a student, this is
necessary so that it is clear what courses you are taking, to provide you with
a timetable and a personal tutor, to contact you when we need to, to monitor
and advise about your progress, to enter you for the right exams, to carry out
our safeguarding duties and offer you the chance to participate safely in a
wide range of other activities. If you are attending an event or wish to keep
informed of the Trust s activities, this allows us to communicate directly with
you.
This notice gives you more
information about how the Trust collects, stores, processes and shares your
data and is intended for school pupils, prospective students and applicants to
the College, current students, teachers, parents, staff, higher education
professionals and other interested parties who would like further information
on how we process, store and use personal data.
The categories of information that we may collect, hold and share include:
Personal information (such as your name, student ID, date of
birth, dietary preferences, address and email address), emergency contact
information, your ULN and UCI numbers. And your personal characteristics (such
as ethnicity, gender, nationality and free school meal eligibility)
A photograph of you for identification purposes of enrolled
students
Your educational achievements (such as your GCSE results) before
you started at the College/School and your reference if your school supplied
one
Medical, financial, safeguarding and other information about
support you need which help us look after you while at College/School
Any additional learning needs you may have
The courses you have taken and are taking with us
Assessment grades and report data on enrolled classes
Attendance information (such as the lessons you have attended and
your absences and punctuality record) on enrolled classes
The books and other resources you borrow from the College/School
during your course
Your exam entries and your results in external exams taken at
College/School
What you tell us about your wider career related experiences and ambitions
Further photographs or information your volunteer to us which
help us to communicate the work of the College/School and for marketing
purposes
Your academic, pastoral and behavioural record if there are
problems or issues while you are enrolled in College/School
Any applications you make via the College/School such as UCAS and
any references we provide for you
Feedback you give us about the College/School or, from time to time,
your views on other things.
Work experience and other references we receive about you.
student-level
data with The University Maths Schools Network, or U-Maths, a Charity
registered in England and Wales (number 1207125). This data is shared in a
format that ensures the data subjects are not easily identifiable but may
include statistical information (such as attainment and progression) and
demographic details (such as gender, ethnicity and socioeconomic status). The
purpose of sharing this data is to assess the impact of both [Maths School] and
the broader University Maths Schools programme in England. Privacy Notice for Students
on Programmes at University Maths Schools: https://umaths.ac.uk/wp-content/uploads/2024/07/U-Maths-Privacy-Notice-For-Students-on-Programmes-at-University-Maths-Schools.pdf
Why we collect and use this information
We use your data:
to identify and communicate with you
to obtain a reference from your school
to offer you a programme of A level subjects
to gather medical and educational needs so we can support you if
offered a place
We use your data when you
have enrolled as a student:
to identify you and keep the both you and the College/School safe
to support your learning
to give you a timetable
to monitor and report on your progress
to provide appropriate pastoral care and other support you may
need
to enter you for exams
to request exam access arrangements or support during exams if
necessary
to enable you to make online payments and use the canteen
to complete references and advise you about your progression
options
to assess the quality of our teaching, pastoral and other services
to apply for funding and comply with funding agency requirements.
The lawful basis on which we use this information
We collect the following personal
data under GDPR Article 6c (Legal Obligation), and 6e (Public Task) as well as
by explicit consent, in order to meet our legal obligations with the ESFA. They
are also necessary in order for us to carry out our public task to provide
education and training.
Details about yourself including your name, date of birth, gender
and ethnicity
Contact details your home address, home and mobile telephone
numbers, email address
Details of your previous qualifications
Information about your nationality and residency to determine
funding eligibility
Information about medical/health conditions and learning
disabilities or difficulties
We collect parent/carer details
(name, address, email, telephone numbers) under GDPR Article 6d (Vital
Interests) and Article 6e (Public Task) in order to support our duty to support
the education and learning as fully as possible. Some data we will collect and
process with your consent, such as surveys and photos for marketing.
We collect your information
around your sex at birth, legal sex and ethnicity under GDPR Article 9e for
equal opportunity monitoring.
Collecting information
Most of the information above is
collected directly from yourself via registration, application or enrolment. If
you are a student, a medical form is completed by your parent/carer after you
have been given an offer or have enrolled. Some information such as previous
qualifications may be collected or verified from other organisations such as
the Learner Records Service or your previous school.
Failure to provide data required
to meet legal obligations will result in us not being able to enrol you as a
student. Failure to provide other information, for example learning difficulty
information, may result in the college being unable to provide the standard of
service we would wish to provide.
Storing your data/How long we keep your data
We hold your data securely on the
College/School s databases and on paper in a secure environment.
We retain your data based on the
below criteria:
Applicant data for one year after the application process has
finished so that we can effectively deal with re-applications.
Student data for six years after you leave the College/School. We
do this so that we can provide a reference for you if you need one or if you
need to confirm you were a student here for other reasons. As such, we cannot
act as a referee for you after six years after you have left the College/School.
Updating your data
We have a duty to keep your data
up to date so will periodically ask you to check that it is all still correct.
Who we share information with
We share aspects of your personal
information with:
staff currently employed at the College/School to provide
services to our students
your previous school to inform us of your needs and them of your destination
after college
the funding agency and the Department for Education to meet our
legal obligations and receive funding (see their privacy notice https://www.gov.uk/government/publications/esfa-privacy-notice)
Imperial College London to track, monitor, report on and
evaluate Imperial College London Mathematics School applicants, students,
activities and marketing activities. Also to provide any other information you
have requested. Please see their data privacy notice: https://www.imperial.ac.uk/be-inspired/schools-outreach/about-outreach-team/outreach-data-privacy-notice/
exam awarding bodies to register you for exams and make Access
Arrangements.
Mind, for the organisation of counselling sessions.
Springboard, for the organisation of virtual work experience.
universities and employers who may ask us for a reference or CV
your parents/carers to keep them informed of your progress
Tucasi and the college caterers to provide a cashless catering
system and free school meal allowances
ALPS and the SFCA (Six Dimensions) to monitor retention and
achievement
educational-related services and tools to help you in your
learning and experience at college such as Kerboodle, MyConcern, MyMaths, MEI,
Unifrog, Google for Google Classroom and Microsoft for Office 365
Sport England to support increased sport and physical activity in
England
Barnet Council to support the Raising the Participation Age
initiative
police, CAMHS, social services organisations, local councils and
other agencies for child protection purposes.
hosts for trips and the organisation of visits
Where the Trust uses proprietary
software subscriptions to process personal data on its behalf, we require them
to do so on the basis of written instructions, are under a duty of
confidentiality and are obliged to implement appropriate technical and
organisational measures to ensure the security of data.
Why we share information
We do not share information about
anyone without consent unless the law and our policies allow us to do so.
We share students data with the
Department for Education (DfE) on a statutory basis. This data sharing
underpins school funding and educational attainment policy and monitoring.
LRS Data Sharing Agreement:
The information you supply will
be used by the Skills Funding Agency, an executive agency of the Department for
Education (DfE), to issue you with a Unique Learner Number (ULN), and to create
your Personal Learning Record. For more information about how your information
is processed and shared refer to the Extended Privacy Notice available on
Gov.UK
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 contact the Trust s Data Protection Officer (DPO).
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
have inaccurate personal data rectified, and, in certain
circumstances, data can be blocked, erased or destroyed;
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/.
The Right to be
Forgotten
You have the right to obtain the
erasure of personal data where this data is no longer necessary in relation to
the purposes for which they were collected and processed. However, there are
certain limits on this right, such as the need to retain data for funding or
safeguarding and obligations.
Any person who wishes to exercise
this right should complete the college "Subject Access Request" form
and submit it to the Trust s Data Protection Officer. (Completion of this form
is not mandatory but doing so will accelerate a request)
The Trust may charge a fee if the
request is manifestly unfounded or excessive.
The Trust aims to comply with
requests as quickly as possible but will ensure that it is provided within one
month unless there is good reason for delay. In such cases, the reason for
delay will be explained in writing to the person making the request.
Contact
If you have any questions or would
like to discuss anything in this privacy notice, please
contact:
Beth
Holmes
Data
Protection Officer
Woodhouse
College
Woodhouse
Road
Finchley
London
N12 9EY
020
8445 1210
dpo@frontierlearningtrust.ac.uk