This page explains what the College 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 College 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 College without first obtaining your consent, unless required or permitted by law. We comply with the Data Protection Act 1998, 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, current legislation and our Data Protection Registration (Registration Number: Z7197213). We also aim to meet current best practice.
This section explains how the College uses the personal information that you give us on the enrolment form.
Primarily, the information will be used for purposes relating to education, training, advice and guidance. The College may share non-sensitive personal information about you with other organisations, for example the Local Authority, for these purposes.
Sensitive personal information you provide may be used by the College 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 College will obtain your specific consent before sharing sensitive information with other organisations.
We also must pass some of the information to government agencies to meet funding arrangements. As Data Processor for the Skills Funding Agency, the College will pass the personal information and some of the sensitive information you provide to Chief Executive of Skills Funding (SFA) and, when needed, the Department for Education, including the Education Funding Agency to meet legal responsibilities under the Apprenticeships, Skills, Children and Learning Act 2009, and for SFA’s Learning Records Service to create and maintain a unique learner number (ULN).
Information provided by learners 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. Further information about use of and access to your personal information, and details of partner organisations are available at: Skills Funding Agency and Learning Records Service.
Parents, carers and guardians
Regardless of their age, when a student is in Further Education, parents/carers/guardians (or any other third party) are not automatically entitled to their information. We can only release information about our students if we have their consent recorded on the College system. Students may indicate their consent on the enrolment form, or inform the College later on of who the College may discuss with about their College matters.
If the matter is urgent but we don’t have their consent, we can always take a message and try to relay it to the student; however, we cannot confirm whether someone is a student. 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.
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 16-19 year olds (and up to age 25 with Special Educational Needs) in the local authorities (LAs) of Bath and North East Somerset, Bristol, North Somerset and South Gloucestershire.
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 College’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 College. 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 College 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, College Green, Bristol, BS1 5TR.
Websites and Cookies
This section applies to anyone accessing College 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 College 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, Mahara) which may collect personal data about you. That site’s own privacy notice will explain you how they use your data.
Terms and Conditions of City of Bristol College Facebook Site (as well as other social media platforms in the College's name)
This Facebook page was created and is managed by City of Bristol College. The purpose of this page is to communicate with our audiences, including but not limited to students. Materials and/or comments posted on this page should be in keeping with this purpose. They should not reveal another person's protected information, student records information or any other information protected by existing privacy laws. Any such materials/comments will be removed.
City of Bristol College welcomes everyone's contributions to our Facebook Page (e.g. comments, photo tagging, wall posts, etc) but it should be noted any content contributed by individual Facebook members is the opinion of the specific author and does not represent the opinions or policies of City of Bristol College or any of its departments. City of Bristol College does not permit using the college's timeline for advertising users products/websites/businesses, for any sort of commercial or awareness gain.
City of Bristol College adheres to Facebook's Statement of Rights and Responsibilities and asks its Facebook Followers and Friends to do the same. In particular, please do not "post unauthorised commercial solicitations (such as spam)"; "bully, intimidate, or harass any user"; "post content that is hateful, threatening, pornographic or that contains nudity or graphic or gratuitous violence"; or "do anything unlawful, misleading, malicious, or discriminatory" on City of Bristol College's Facebook page. We encourage all users to report content that violates Facebook's Code of Conduct by using the official Facebook procedure.
City of Bristol College does not pre-screen comments but at the same time reserves the right to block the content of any post that violates any City of Bristol College policy, rule or regulation or applicable law. City of Bristol College also reserves the right, but is not obliged to remove content and / or block users from this Facebook page at any time, without prior notice, whenever such is deemed to be in violation with one of these policies or regulations. The College also may, in extreme cases or where circumstances require it, report such users to the relevant authorities.
City of Bristol College thanks you in advance for your contributions to the College's Facebook Page and for your help in creating a safe and inspiring online community.
If you have any questions about Data Protection at the College, please contact:
City of Bristol College
College Green Centre
PO Box 3158
Bristol, BS6 9JS