Visitor Privacy Notice

Privacy Notice (How we use visitor information)

This privacy notice explains how The Sixth Form College, Colchester collects, uses and shares your personal data, and your rights in relation to the personal data we hold. This privacy notice concerns our processing of personal data temporary visitors to the The Sixth Form College, Colchester.

For the purpose of this document a temporary visitor is any member of the public who is engaged in an activity at the College such as tradesmen and visiting speakers.

How we collect your information

We may collect your personal data in a number of ways, for example:

  • when the College visitor registration process is completed to produce a visitor pass;
  • when the College arranges speakers to make presentations to students for academic purposes;

The types of information we collect

We may collect the following types of personal data about you:

  • Your name, and contact information such as address, email address and telephone number;
  • Information about the professional status and work position of exhibitors and presenters

How we use information about visitors

Visitors fall into distinct categories relating to the purpose of their visit to the College.

  • Contractors/ad hoc visitors
    • The information collected is used to keep a record of people in the College in case of an emergency
  • Speakers at pre-arranged academic events or exhibitions
    • The information is used to ensure that visitors are recorded in accordance with safeguarding and the Government prevent strategy
    • The information may be used to provide contact details to arrange future visits

The basis for processing and using your information.

We may process your personal data where:

  • we have your specific or, where necessary, explicit consent to do so.

Storing visitor data

Visitor data is stored for as short a period of time as is necessary before being destroyed.

  • Adhoc visitors / tradesmen
    • The information is stored on the signing in sheet and the badge given to visitors to show that they are official visitors
    • Sign in sheets are destroyed at the end of the term in which the visit occurred unless there is legal reason to keep them
    • Badges are shredded on return by the visitor
  • Speakers at pre-arranged academic events or exhibitions
    • The information is stored on a paper based form which is held under lock and key by a senior member of staff
    • For some events the information may also be held on a database which is stored on the College network with access restricted to members of the careers department
    • Paper based records are held by the College for a period of 2 years to ensure compliance with Prevent guideline
    • Records on the database are held for one year after the last visit by the individual. At this point consent is requested for retention and if not received the record is deleted.

Sharing information with others

For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we will not share your data with third parties without your consent.

Why we share visitor information

We do not share information about visitors with anyone without consent unless the law requires us to do so.

Requesting access to your personal data

Under the current data protection legislation, you have the following rights:

  • to obtain access to, and copies of, the personal data that we hold about you;
  • to require that we cease processing your personal data if the processing is causing you damage or distress;
  • to require us not to send you marketing communications.
  • to require us to correct the personal data we hold about you if it is incorrect;
  • to require us to erase your personal data;
  • to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
  • to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
  • to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

If you have given your consent and you wish to withdraw it, please contact our Data Protection Officer using the contact details set out below. Please note that where our processing of your personal data relies on your consent and where you then withdraw that consent, we may not be able to provide all or some aspects of our services to you and/or it may affect the provision of those services.

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the College’s Data Protection Officer (DPO) via email:  dpo@colchsfc.ac.uk

Contact

If you would like to discuss anything in this privacy notice, please contact our Data Protection Officer by email: dpo@colchsfc.ac.uk

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/