This page explains what the Berkshire School of English (School) does with the personal information you provide us.
From time to time you will be asked to tell us personal information about yourself (e.g. name and email address etc) in order to become a student or a client, to use School systems and services and so on. At the point of collecting the information we aim to clearly explain what it is going to be used for and who we may share it with. Unless required or permitted by law, we will always ask you before we use it for any other reason. We would only use it for marketing with your prior consent.
Any sensitive personal information will never be supplied to anyone outside the School without first obtaining your consent, unless required or permitted by law. We comply with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR), including removing your personal information from our systems when it is no longer required and ensuring that all personal information supplied is held securely.
Whenever you provide such personal information, we will treat that information in accordance with this statement. We also aim to meet current best practice. Individuals whose personal information the School holds have certain rights under the law. More information can be found on the Information Commissioner’s website.
Enrolment & Data Protection
This section explains how the School uses the personal information that you give us on the enrolment form.
How the School uses your information
The information will be used for purposes relating to education, training, employment, general advice services, well-being and research. The School may share non-sensitive personal information about you with other organisations, for example the Local Authority and awarding/examination bodies for these purposes. We do not share your information for purposes that are incompatible, such as product marketing.
Sensitive personal information you provide (e.g. disability or ethnicity) may be used by the School for the purposes of equality of opportunity, support for your studies and to minimise risk. It may also be used anonymously for statistical purposes. The School will ask your permission before sharing sensitive
information with other organisations, unless the sharing is permitted by law and necessary.
It should be noted that this information will be held and processed electronically and will be covered by the provisions of the Data Protection Act and the General Data Protection Regulation (GDPR).
The School uses an online marketing company to send out regular email notifications (newsletters, event news and details of new courses). The School uses your name and email address for this purpose. If you do not wish to receive these notifications you can opt-out now or at any time in the future. There is an opt-out policy on every email.
Photographs published on the website, or elsewhere that include learners will be selected carefully and will comply with good practice guidance on the use of such images.
Learners’ full names will not be used anywhere on a website or blog, particularly in association with photographs.
Written permission from parents or carers will be obtained before photographs of learners are published on the school website or in newsletters.
Learners’ work can only be published with the permission of the learner and parents or carers.
How government departments use your information
We pass most of the information to government agencies to meet funding arrangements. The School is a Data Processor for the West Berkshire Council who, in turn may pass this information to the Government Education and Skills Funding Agency. This means that the School will pass most of the personal information and some of the sensitive information you provide to the Education and Skills Funding Agency and the Department for Business, Innovation and Skills (BIS). Where necessary it is also shared with the Department for Education (DfE).
The information is used for the exercise of functions of these government departments and to meet statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009. It is also used to create and maintain a unique learner number (ULN) and an Individual Learning Plan.
The information provided may be shared with other organisations for purposes of administration, the provision of career and other guidance and statistical and research purposes, relating to education, training, employment and well-being. This will only take place where the sharing is in compliance with the Data Protection Act 1998.
You may be contacted after you have completed your programme of learning to establish whether you have entered employment or gone onto further training or education.
You may be contacted by the English European Social Fund (ESF) Managing Authority, or its agents, to carry out research and evaluation to inform the effectiveness of the programme.
Further information about use of and access to your personal data, and details of organisations with whom the data is regularly shared are available at: http://www.gov.uk/government/publications/sfa-privacy-notice.
The legal basis for collecting the information
Most of the information on the form is collected because it is necessary for your enrolment as a student or is required by law. You must provide it in order to enrol at the School.
The following information we are collecting is based on your consent, and you may withdraw your consent without this affecting your status as a student: emergency contact details and parent/carer contact details.
Parents, carers and guardians
Under the GDPR (General Data Protection Regulation), young people aged 16 and over can decide for themselves and give consent for the processing of their personal information. Parental consent is not required. There may be exceptions in regards of students with severe learning difficulties, school link students and those who are otherwise unable to decide for themselves.
The School has found that it is very beneficial to the young person’s progress as a student if the School is able to engage with the parents (or guardian/carer). Therefore it is very important that we have the parents’ and guardians’ details recorded on our systems.
When a student is in Further Education, parents/carers/guardians (or any other third party) are not automatically entitled to the student’s information. We can only release information about our students if we have their consent for this recorded on the School system. Students are asked for their consent for sharing information with parents/others on the enrolment form or when enrolling face-to face. Students can also inform the School later on who the School may discuss their School matters with. Students may withdraw their consent the same way in which they gave it.
In general, we can only share information if we have the person’s consent, or there is a particular piece of legislation or agreement allowing us to share it without consent.
Participation in Learning: Sharing information with Local Authorities
This section applies to:
- 16 and 17 year olds
- Vulnerable 18 year olds (‘vulnerable’ is defined locally by individual Local
- 18-25 year olds with an Education Health Care Plan (EHCP)
The Education and Skills Act 2008 (the Act) places duties on LAs to promote the effective participation in education or training of all 16 and 17 year olds resident in their area, and to make arrangements to identify young people resident in their area who are not participating. It is part of the LA’s duties to secure sufficient suitable education and training provision for all 16-19 year olds, and to encourage, enable and assist young people to participate in learning.
Under the Act, it is the School’s duty to provide relevant information about their students to the LA of each student’s residence, when requested to do so, and notify local LAs when a young person leaves learning at the School. All educational institutions are required to share information with LAs as part of their duty under the Act.
Section 72 of the Act provides the legal basis for sharing information between Las and educational institutions. Link to relevant section is referenced here: www.legislation.gov.uk/ukpga/2008/25/section/14
When you give us your information we will use your details to inform the LA where you live about the learning that you are participating in so that they are able to report monthly to the Department of Education and deliver their duties listed above.
Please note that some of the services for young people provided by the LA to fulfil their duties are provided by commissioned external contractors and organisations and they are required to use the same security standards as the LA.
If you wish to opt out of the sharing of your basic details for this purpose, or wish to see information held by the School about you for this purpose, please contact Bristol City Council: firstname.lastname@example.org or by writing to The Data Protection Officer, Bristol City Council, City Hall, School Green, Bristol, BS1 5TR.
Websites and Cookies
This section applies to anyone accessing School websites.
A cookie is a small file, typically of letters and numbers, downloaded on to your device (e.g. your PC) when you access the School website. Cookies allow the website to recognise your device and so distinguish between the different users that access the site.
Session cookies will remember your selections as you browse the site. These cookies are for the browsing session and not stored long term. No personal information is collected by these cookies.
Google Analytics cookies help us to make the website better for you by providing us with user statistics, for example: which pages are the most visited; how a user navigates the site. No personal information is collected by these cookies.
To find out more about cookies and what cookies might be stored on your device, visit www.aboutcookies.org or www.allaboutcookies.org
During the course of your study you may be asked to use third party websites or services or access linked content (eg. Youtube) which may collect personal data about you. That site’s own privacy notice will explain you how they use your data.
The School as a corporate body is the data controller under the Data Protection Act, and the Board of Governors is therefore ultimately responsible for implementation.
The designated data controller who is appointed to ensure compliance with the Act is the Director of Learning; and appointed to deal with day-to-day matters are the Berkshire School of English Administrator and Accounts Administrator.
If you have any questions about Data Protection at the School, please contact:
Berkshire School of English
St Mary’s House
57 Cheap Street
If you have a data protection concern that cannot or has not been resolved by the School, you have the right to raise it with the Information Commissioner’s
Written February 2018 to be reviewed February 2019