Any individual wishing to submit a Subject Access Request should follow the instructions here. Individuals who wish to exercise the above rights should contact the Admissions at admissions@edacollege.co.uk. Requests should be submitted in writing, specifying exactly what personal data and/or processing they require and the right they wish to exercise.
Privacy Policy
Privacy Policy for Applicant Data
This policy explains how EDA College (EDA) may use personal data that applicants provide. It is intended to ensure the College remains compliant with the UK's Data Protection Act (2018) and the General Data Protection Regulation (GDPR).
Key Principles
EDA has legal obligations including that it must process personal data fairly and lawfully and in a transparent manner. As the College determines why and how your personal data is used it is considered legally to be the data controller of the personal data. This policy sets out EDA's commitment to ensuring that it will be clear, open and honest with all applicants, regarding the way their personal data will be used
What Personal Data Do We Process?
- Regulatory Compliance: Personal data required to meet obligations to regulatory, awarding, and funding organizations, statistical agencies, and local authorities.
- Education Details: Information about your study, education, qualifications, and publications.
- Financial Information: Data for administering fees, charges, loans, grants, and bursaries.
- Identity Documents: Copies of passports, visas, addresses, and other contact details.
Specific Data We Collect
Personal
- Name
- Date of birth
- National insurance number
- Identification information
Contact
- Phone number
- Postal address
Educational
- Qualifications
- Grades
- Learning support needs
Personal Characteristics
- Gender
- Age
- Ethnicity
- Nationality
- Country of birth
Financial
- Bank details
- Payment history
Special Category Data
We may also process “special category data” which includes information about disabilities declared.
- This includes personal information such as evidence of physical or mental health or condition required to confirm eligibility for special adjustments including evidence of any condition.
- Medical reports or details of needs relating to a disability or learning difficulties.
Purpose: This information is only used to discuss individual support needs and any consider adjustments. No special category data is processed to assess eligibility to study on the programme applied for.
The Legal Basis for Processing Your Personal and Sensitive Personal Data
Contract
We may process your personal data and special category data because it is necessary for us to do so in order to take steps at your request prior to entering into a contract with the College when applying to study.
The College collects and processes personal information that is necessary to provide the required services to you for the contract and also to meet its legal and statutory obligations in delivering the contract.
Basis for Processing Your Data
Legitimate Interests
We may use and process your personal information where it is necessary for us to pursue our legitimate interests or the legitimate interests of relevant external bodies. Such legitimate interests can include:
- Verifying the accuracy of data that we hold.
- Improving our services via staff training.
- Promoting equality and diversity throughout the College.
Legal Obligation
We may also process your personal data for our compliance with legal obligations. This includes:
- Compliance with relevant external body requirements (as contained in contracts and accreditation documents).
- Regulatory obligations such as anti-money laundering laws and safeguarding requirements.
Consent
The College will use consent as a lawful basis for some processing. Where we do so, we always provide you with the choice as to whether or not to opt in to such processing.
What We Use Personal Data and Special Category Data For
EDA College processes your personal and sensitive personal data in accordance with data protection legislation for the following purposes:
- Assess eligibility of the applicant to study on the programme applied for.
- Assess fee status to determine the applicable tuition and related costs.
- Communicate with the applicant to inform the outcome of the application.
- Clarify or discuss Communicate with the applicant to clarify or discuss further information that may be required relevant to the application.
- Advise the applicant of the College's admissions policies and processes.
- Provide details of services offered by the College and other relevant information, such as student support.
- Monitor equal opportunities data.
- Evaluate performance and effectiveness of the College through research and statistical analysis.
Automated Decision Making
The College does not use your personal data for making any automated decisions about your application.
Who Will We Share Your Data With?
- The College will not disclose any data it holds about individuals to any third parties, other than external bodies as listed in this policy, as well as law enforcement agencies, immigration, and crime prevention organisations, upon fully identifying the officers seeking such information.
- Your data will be shared internally within the College with staff who require the use of the data in order to administer your application to study at the College. Staff will also use your personal data for the purposes of understanding the effectiveness of the College's recruitment and admissions processes.
How Do We Share Your Data?
Any data we share with external bodies (through emails and data sharing platforms) is secured with passwords or encrypted at all times. All passwords and encryption codes are communicated to the external bodies in separate e-mails.
Accuracy of Your Personal Data
We encourage all applicants to notify the College if any changes are required or inaccuracies identified in the personal data that has been provided with the application. This can be done by contacting our admissions team at admissions@edacollege.co.uk.
How Do We Keep Your Data?
All documents submitted by applicants are kept securely in each individual file and stored away. Soft copies are kept in password protected or encrypted locations. Only photocopies of documents such as identification documents, will be kept, with a verification stamp and signature to attest that it has been checked against the original by College staff.
The College also completes an annual audit of all identification documents.
How Long Do We Keep Your Records For?
| Type of Documents | Length of Time |
|---|---|
| Rejected / Incomplete Application Documentation | Six years |
| Successful applicants | As per student records |
| Financial Records | Seven years |
Your Rights in Relation to Your Data
The Right to Be Informed
You have the right to be informed about the collection and use of your personal data and this privacy notice is part of the transparency requirements of data protection legislation.
Your Rights in Relation to Your Data
The Right to Be Informed
You have the right to be informed about the collection and use of your personal data and this privacy notice is part of the transparency requirements of data protection legislation.
Subject Access Rights
You have a right to access the personal data that the College holds about you. A request to see the personal data held by the College can be made through a Subject Access Request. The Subject Access Request Form and detailed instructions of completing the form are available here.
The Right to Rectification
You have the right to have inaccurate personal data held by the College rectified or completed if it is incomplete.
The Right to Erasure
Once personal data collected by the College is no longer necessary for the purpose for which it was collected and processed, you may have the right to have the data erased. The College manages the retention period of data held through its retention schedule.
The Rights to Restrict Processing and to Object to Processing
In certain circumstances you have the right to restrict the processing of your personal data. This is likely to arise when there is an issue concerning the accuracy or the legitimate grounds for processing of the personal data.
The Right to Object to Processing
- Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling).
- Direct marketing (including profiling).
- Processing for purposes of scientific/historical research and statistics.
Rights to Data Portability
You have the right to receive the personal data concerning you in a structured, commonly used and machine-readable format. The College will respond to any Subject Access Requests in compliance with this.
Note: Detailed guidance on all of the rights you have with regard to the personal data that we hold and process about you is available on the ICO website:
Click here
Note: Detailed guidance on all of the rights you have with regard to the personal data that we hold and process about you is available on the ICO website:
Click here
College Data Protection Policy
Submitting Subject Access Requests
Personal Data Breaches
EDA will respond promptly to any identified personal data breaches and thoroughly investigate those incidents to ascertain whether:
- The breach should or must be reported to the ICO
- Data subjects should or must be made aware of the breach
- It is necessary to amend processes or introduce new measures to mitigate against any further breaches
Questions and Concerns
Any queries and questions relating to the way data is collected and used by the College should be addressed to the Data Protection Officer at dataprotection@edacollege.co.uk.
Complaints to the ICO may be submitted online at: ICO Website or posted to:
Customer Contact, Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.Complaints
Applicants with complaints regarding how their data has been handled by the College should address these with the Data Protection Officer at dataprotection@edacollege.co.uk in the first instance.
Applicants not satisfied with the way their complaint has been handled can take such complaints to the Information Commissioners Office (ICO), within three months of the last meaningful contact with the College.