Under the Data Protection Act 2018, Goddard Veterinary Nursing College (GNVC) is a data controller under Goddard Veterinary Group LTD company number: 01971231. We maintain information about learners in paper and electronic form, which is kept in the Training Department, otherwise known as Goddard Veterinary Nursing College. This information is stored in line with stakeholder guidelines e.g., The awarding body, ESFA and Ofsted and is for a minimum of 5 years after the end of training.
The categories of information that we collect, process, hold and share include:
- personal information (such as name, address)
- special categories of data including characteristics information such as gender and age
- employee information (such as start dates, hours worked, place of work)
- absence information (record of and reasons for absence)
- qualifications and work experience information
- addresses and details of next of kin for emergency purposes
- Visual images e.g., photo
- Learner data e.g., test results, assignments, trackers
- Health, Neurodiversity reports, Safeguarding information which will be kept private and confidential, under article 9 – processing of special category data.
Why GVNC collects and uses this information
We use this data:
- to monitor the learner’s progression on programme
- to share with awarding bodies, board of governance, funding agencies, government, and other associated parties to aid progression
- to monitor Equal Opportunities
- to manage learners’ access to various services such as IT
- to provide information for funded learner reviews
The lawful basis on which GVNC processes this information
Under General Data Protection Regulations (GDPR), GVNC has determined that the processing of learners’ personal data is necessary and is for the purposes of GVNC’s legitimate interests.
The learner may request GVNC to delete their personal data in circumstances where the data is no longer necessary for the purpose for which it was collected.
Collecting this information
Whilst the majority of information learners provide to us is mandatory, some of it is provided to us on a voluntary basis (e.g. additional learning needs, email address & next of kin details). In order to comply with data protection legislation, we will inform learners during the recruitment process whether they are required to provide certain information to us or if they have a choice in this.
Storing this information
GVNC holds data for the duration of the learner’s programme, although data may be kept for a longer period if GVNC has identified a legal obligation or a legitimate business reason for doing so.
We routinely share this information with:
- Awarding bodies such as Central Qualifications, Lantra and VetSkill
- Government organisations such as Ofsted and Education, Skills, and Funding Agency (ESFA)
GVNC may also share this data from time to time with third parties, where the law permits, for example, the dates and nature of the learner’s programme of learning.
GVNC does not give or sell their information to other companies.
The data will be stored in Team Educate and, on the Goddard, Veterinary Group training department Teams server. These platforms require access through password protection. Only those granted access as staff of Goddard Veterinary Group, training department and license user can gain access to Teams. Teams Educate is protected by access through licenses only and parties will only be granted access as per the need, e.g. GVNC staff, those within the cohort for the purposes of a sharing education. All individual work products stored for the purposes of education are done so for access by the user and college staff only as required for the purposes of course progression. Educational data pertaining to the development of the apprentice / student and stored securely e.g. examination results, progression development and college business need.
Their rights under the General Data Protection Regulations
The learner has the following rights with regards to the personal data that is used by GVNC.
The right to information
In order to ensure that the learner’s personal data is processed fairly, GVNC must provide the learner with information regarding the collection and further processing of their personal data.
This information is provided in this privacy notice and learner contracts.
The right of subject access
Learners have the right to submit a Subject Access Request (SAR) to obtain a copy of their personal data, the purposes of such processing and the categories of third parties to whom the data may be disclosed. Any SAR must be made in writing and can up to 28 days to process any requests.
The right to rectification
Learners have the right to request the correction of any errors in personal data processed by or on behalf of GVNC
The right to erasure (the ‘right to be forgotten’)
Learners may request that GVNC delete their personal data where that data is no longer needed for its original purpose, or where the processing is based on consent, and they withdraw that consent. For purposes of the qualification data must be held for a reasonable period, for quality assurance by the awarding body.
The right to restrict processing
In certain circumstances when personal data either cannot be deleted (e.g. because the data is required for the purpose of exercising or defending legal claims), or when they do not wish to have the data deleted, GVNC may continue to store the data but the purposes for which the data can be processed are strictly limited e.g. the exercise or defence of legal claims; protecting the rights of another person or entity; purposes that serve a substantial public interest; or such other purposes to which the data subject may consent to.
The obligation to notify relevant third parties
Where GVNC has disclosed personal data to third parties, and learners subsequently exercise any of the rights of rectification, erasure, or restriction, GVNC will inform such third parties of the fact that the learner has exercised their right, unless this is ‘impossible or involves disproportionate effort’. Learners are also entitled to request information about the identities of the third parties to whom their personal data has been disclosed.
The right to data portability
Learners are permitted to receive from GVNC a copy of their personal data in a commonly used machine-readable format and to ask for the transfer of their personal data from one data controller to another or have the data transmitted directly between data controllers.
The right to object
Learners have a right to object to the processing of their personal data on certain grounds.
The right to not be evaluated on the basis of automated processing
Learners have the right not to be subject to decisions based solely on automated processing which may significantly affect them.