The College is committed to meeting its data protection obligations and handling your information securely. This Privacy Notice sets out what you need to know about how York College will use your information when you are employed by the College.
What information about you do we collect?
For the processing to which this notice relates to be carried out we use the following information:
- Personal information – such as: your name, address, telephone number, working patterns, appraisal details, bank account details, etc.
- Special category personal information – such as: information about your physical and mental health (e.g. sickness, and your ability to work) and your ethnicity, sexual orientation, and other details should you wish to share them with us
- Criminal data - previous convictions, as working at the college involves working with to children and vulnerable adults
How do we collect information about you?
We generally collect your information from you directly (e.g. from your application form, ongoing appraisal assessments, holiday and sickness leave requests, etc.
How will your information be used?
Your information will be used to:
- Maintain your human resources file
- Process payment details (including making deductions)
- To facilitate the pension scheme and record employee and employer contributions
- Manage your working activities, sickness, annual & other leave (inc. maternity, paternity, etc.)
- Ongoing or repeat checks to meet statutory of contractual requirements to confirm continued suitability for employment including right to work in the uk, driving licence validity, and professional registration
- For equalities monitoring (where you choose to provide us with the relevant information, which will never be used to make decisions about you personally)
- Training and development, including keeping records of employee attendance, completion of courses, outcomes and or grades and feedback
- For health and safety purposes, such as accident records
- Security purposes – taking photographs for id cards to enable employees to be identified and facilitate entry to buildings and restricted areas
- Provision of it accounts to enable staff to access to the college network, ict systems, email, and to allow use of devices and telephones
- Grievance, disciplinary or other proceedings
- Leaving employment, including resignation, retirement, dismissal, redundancy and tupe processes including all associated payments and p45 records
The Legal Basis for using your information
We generally rely on processing being necessary for the performance of an employee’s contract, compliance with legal obligations which apply to the College, and in some cases that processing is in line with our legitimate interests (such as, maintaining the security of buildings and computer network).
Information required by contract (or information required to enter into a contract)
You are required to provide us with some of your information to work at the College – such as updating us of your sickness absence and annual leave requests. The consequences of not providing the information requested are that you may be subject to disciplinary sanctions.
Information required by law
We are required to process some information for tax and immigration purposes.
Who will your information be shared with?
We sometimes need to share your information within the College or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For employment matters we may need to share your information with HMRC to record your tax payments.
In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.
The College will never sell your information to anyone else.
How long will we keep your information?
We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will either securely delete the information. We will keep your information for only so long as is necessary
The law gives you specific rights over your information. These rights are:
- To be informed of our use of information about you
- Of access to information about you
- Rectify information about you that is inaccurate
- To have your information erased (the ‘right to be forgotten’)
- To restrict how we use information about you
- To move your information to a new service provider
- To object to how we use information about you
- Not to have decisions made about you on the basis of automated decision making
- To object to direct marketing
- To complain about anything the College does with your information (please see the ‘Complaints’ section below)
- To judicial remedy – i.e. to take action through the courts
Some of the rights listed above apply only in certain situations, and some have a limited effect.
Changes to this privacy notice
This notice is kept under regular review to make sure it is up to date and accurate.
Data Protection Officer (DPO)
The College is required by law to have a DPO. The DPO has a number of duties, including:
- Monitoring the College’s compliance with data protection law
- Providing expert advice and guidance on data protection
- Acting as the point of contact for data subjects
- Co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below)
If you are unhappy with the way in which your information has been handled you should contact the College’s Data Protection Officer so that we can try and put things right.
Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:
Telephone: 0303 123 1113
Post: Information Commissioner’s Office
Wycliffe House Water Lane
You also have the right to judicial remedy in relation to the College’s processing of personal data – for example, to stop the College from doing something, or to ensure that the College does do something with your data.
What are cookies?
Cookies are small text files of letters and numbers that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Why do we use them?
Cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. They also help us to resolve problems if things go wrong and understand how users use the site and improve your experience of using our the site.
Our cookies help us:
- make our website work as you would expect
- remember your settings during and between visits
- improve the speed and security of the site
- allow you to share pages with social networks like Twitter and Facebook
- continuously improve our website for you.
- collect any personally identifiable information (without your express permission)
- collect any sensitive information (without your express permission)
- pass personally identifiable data to third parties.
You can learn more about all the cookies we use below. Alternatively view a full list of the cookies and their uses.
You can control the use and placing of any cookies on your computer through the settings you select on your internet browser.
You can change your browser settings to accept or refuse all cookies, choose which cookies you want or don't want, or ask to be notified when a cookie is set. You can use the help feature in your browser to see how.
However, if you use your browser settings to block all cookies you may not be able to access all or parts of our site (and a large proportion of other websites), or you may experience reduced functionality when accessing certain services.
If you do not want this site to place a cookie on your browser and track your activity, you may browse the site using "Privacy Mode" in your web browser. To learn how to use privacy mode refer to the links below depending on the browser you use.
- InPrivate mode in Microsoft Internet Explorer
- Incognito mode in Google Chrome
- Private browsing mode in Mozilla FireFox
- Private browsing mode in Apple Safari.
More about our cookies
Social website cookies
So you can easily 'Like' or share our content on the likes of Facebook and Twitter we have included sharing buttons on our site.
Cookies used by us:
The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.
Anonymous visitor statistics cookies
View our list of cookies for more details about anonymous visitor cookies that we use.
List of cookies and their purposes
The following tables list and explain the purpose of the cookies that we use.