Privacy policy
Privacy notice: Customers
The Hyve project is led by North Warwickshire and South Leicestershire College (NWSLC) working in partnership with SMB College Group, Leicester College and Loughborough College to deliver infrastructure, awareness, and skills training in hydrogen and electric vehicles with a focus on HGVs and LGVs. Your data may be passed on to the relevant partner should your enquiry relate to one of their courses.
The Legal Basis on Which We Collect and Use Your Personal Information
We process this information on the basis of a contract for services.
How Long We Keep Your Personal Information
As this information falls under the financial regulations of the Hyve we have a statutory requirement to keep it for six years following the financial year-end the transaction occurs in.
How We Share Your Personal Information
We will not share the personal information that you give us with any other organisations.
How We Transfer Your Personal Information outside Europe
We do not store or transfer your personal data outside Europe.
Automated Decisions We Take About You
We do not make automated decisions using this information.
Your Rights
You have a number of rights over your personal information, which are:
The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used; please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.
The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine-readable format.
Changes to Our Privacy Policy
We keep our privacy policy under regular review and will update it from time to time to make sure it remains up-to-date and accurate.
Privacy notice: Students
The Information We Collect About You and Why We Collect It
Enrolment and Administration
As part of your enrolment into the Hyve , we may collect your personal details including:
- Name
- Current address (and previous if moved within 3 years)
- Date of birth
- Email address
- Phone number
- Gender
- National Insurance Number
- Nationality
- Whether or not you are in care
- Emergency contact details including an email address
- Previous attendance
- Ethnicity
- Employment situation
- Work assessment data
- Dates of attendance
- Exam/test results
- Criminal record
- Special Educational Needs and Disabilities details.
As part of the Hyve administration, we may collect further personal and educational details including:
- Exam results
- Attendance
- Union membership
- Sports team membership
- Sibling details
- Photo
- First and second language
- Work assessment data
- Religion
- Health records/conditions (including mental health)
- Doctor’s details
- Behaviour record
- Sex-related data
The Uses Made Of Your Personal Information
We will use your information to manage and administer your education. This will include:
- Putting together class lists
- For sending event invitations
- For communicating with you
- For dealing with admissions
- For putting together reports and registers
- To check entrance exam results
- To allocate you to the correct classes for assessments
- To make arrangements for exams or visits
- To consider whether to offer places to students
- To consider whether special provision or assistance is required for exams and visits
- To be able to tell other colleges your attendance dates if you leave
- Information for making registers
- Class lists
- Trip lists
- Communications
- Reports
- Employer information (for example for apprentices and day release students
- To identify pupils who cannot be used for marketing photos
The Legal Basis on Which We Collect and Use Your Personal Information
Generally, the information is processed as part of our public interest task of providing education to you.
Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.
How Long We Keep Your Personal Information
Learner records (including enrolment forms, transfers, withdrawals, disciplinary, appeal, and exams data) will keep for six years after the academic year to which it relates.
Student work (portfolios, coursework, projects) will be disposed of in the year following the academic year to which it relates.
Any personal data held other than learner records and student work (and as covered by this privacy policy) will be kept for two years following the academic year to which it relates.
How We Share Your Personal Information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.
| Organisation / Type of Organisation | Purpose |
| Education & Skills Funding Agency (ESFA. Department for Education (DfE) and any successor bodies to these organisations. | Your personal data is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR).
Your personal data may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with data protection legislation. Further information about the DfE’s use of and access to your personal data, and details of organisations with whom we regularly share data, please visit: https://www.gov.uk/government/publications/esfa-privacy-notice |
| Examination Awarding Bodies | For registration and certification purposes |
| Warwickshire County Council | To fulfil the county council’s statutory responsibilities for additional higher needs funding. |
| Leicestershire County Council |
We may also share your personal information with third parties who provide services to the College.
| Type of Organisation | Service |
| Record management providers | To assist with the courier offsite storage of physical documentation. |
| Document destruction services | To assist with the secure destruction of sensitive physical documentation. |
| Freelance assessors | To provide specialist education and training services |
We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.
How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.
Finance
In order to manage the financial affairs of the Hyve we collect and hold the following information about you:
Funding information
Bank details
The Uses Made of Your Personal Information
We will use your information:
To ensure your place is appropriately funded
To make payment to you
To receive payment from you
The Legal Basis on Which We Collect and Use Your Personal Information
Generally, the information is processed as part of our public interest task of providing education to you.
Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.
How Long We Keep Your Personal Information
This information will keep for six years after the academic year to which it relates.
How We Share Your Personal Information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.
| Organisation / Type of Organisation | Purpose |
| Education & Skills Funding Agency (ESFA), Department for Education (DfE) and any successor bodies to these organisations | Your personal data is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR).
Your personal data may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with data protection legislation.
Further information about the DfE’s use of and access to your personal data, and details of organisations with whom we regularly share data, please visit:
https://www.gov.uk/government/publications/esfa-privacy-notice |
We may also share your personal information with third parties who provide services to the College.
| Type of Organisation | Service |
| Record management providers | To assist with the courier offsite storage of physical documentation. |
| Document destruction services | To assist with the secure destruction of sensitive physical documentation. |
| Freelance assessors | To provide specialist education and training services |
We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.
How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.
Privacy notice: Teaching
As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create as well as anything that is required for the completion of your course.
In addition, when you use the IT systems we provide you with access to, we will process the data you input.
The Uses Made of Your Personal Information
We will use your information for the purposes of teaching you and measuring your achievements.
The Legal Basis on Which We Collect and Use Your Personal Information
Generally, the information is processed as part of our public interest task of providing education to you.
How Long We Keep Your Personal Information
Student work (portfolios, coursework, projects) will be disposed of in the year following the academic year to which it relates.
How We Share Your Personal Information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.
| Organisation | Purpose |
| Examination awarding bodies | For registration and certification purposes |
We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.
How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.
Privacy notice: Marketing
For marketing purposes we collect:
- Names
- addresses
- dates of birth
- email addresses
- former school information
- year group
The Uses Made of Your Personal Information
We will use your information to:
- to develop new products and services for market research
- to communicate useful information such as event details, new course information and other promotional materials.
The Legal Basis on Which We Collect and Use Your Personal Information
Where you have previously studied at the College or commenced an application process with us before, then we will send you information about the courses we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt-in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of own unsubscribe).
Any other marketing we carry out will be on the basis of consent.
How Long We Keep Your Personal Information
If the marketing has been carried out on the basis of our legitimate business interests, then personal data will be held until the year following completion of your course.
If the marketing has been carried out on the basis of consent then personal data will be held until the consent is removed or within the year following the completion of your course, whichever is earlier.
How We Share Your Personal Information
We may share your personal information with third parties who provide services to the Digital Skills Academy.
| Type of Organisation | Service |
| Marketing automation platforms | Provision of email marketing and marketing automation services |
| Photographers | Professional photography services which will be used for website and promotional material |
We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this privacy policy when it is transferred to third parties.
How We Transfer Your Personal Information outside Europe.
We do not store or transfer your personal data outside Europe.
Will We Monitor Your Use of The Hyve Computers
We keep an eye on how you use the equipment and computers and what websites you go on when you are browsing the internet. This is because we have legal obligations to protect you, and we also have a legitimate interest in making sure you are using our computer equipment correctly and that you are not looking at any inappropriate content.
If you want to browse the internet privately, you will need to use your own devices which are not linked to the College’s network or internet connection.
Your Rights Over Your Personal Information
You have a number of rights over your personal information, which are:
The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used. Please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.
The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine-readable format.
Changes to Our Privacy Policy
We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be notified to you by email.
Privacy notice: Visitors
The Information We Collect About You and Why We Collect It
As part of your visit to the campuses we store and use your personal details and information about your visit for the purposes of managing and operating. The personal details and information required to book your visit are as follows:
- Full name
- Company
- Vehicle registration (optional)
We also use CCTV at our buildings for the purposes of crime prevention, security and health and safety and, accordingly, will capture imagery of visitors to the college campuses. CCTV cameras cover some interior and exterior parts of the buildings.
The Legal Basis on Which We Collect and Use Your Personal Information
Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:
we have a legitimate interest in wishing to interact with you to manage and operate effectively our campuses and to ensure that they are safe and secure for all persons visiting; and to be able to do so, we need to understand the details of who is in the building and to be able to communicate with them.
Where we are required by law to hold certain records, then we collect and hold those records to comply with that legal obligation.
How Long We Keep Your Personal Information
Visitor information is kept for 28 days.
CCTV recordings are kept for 7 days.
How We Share Your Personal Information
We may share the personal information that you give us if there is a lawful reason for the request as shown below.
| Type of Organisation | Reason |
| Police | To assist the Police with its investigation into criminal activity |
| Insurance Providers | To assist with your, or our insurance claims |
How We Transfer Your Personal Information Outside Europe
We do not store or transfer your personal data outside Europe.
Automated Decisions We Take About You
We do not make automated decisions using this information.
Your Rights
You have a number of rights over your personal information, which are:
The right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used, please refer to the ICO’s website for further information about this (https://ico.org.uk/).
The right to ask us what personal information about you we are holding and to have access to a copy of your personal information.
The right to ask us to correct any errors in your personal information.
The right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information.
The right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information.
The right, in certain circumstances, to ask us to review and explain our legitimate interests to you.
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly used, machine-readable format.
Changes to Our Privacy Policy
We keep our privacy policy under regular review and will update it from time to time to make sure it remains up-to-date and accurate.
Privacy notice: ESFA Learners
The Information We Collect About You and Why We Collect It
This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations.
For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by the ESFA. Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.
Your information may be used for education, training, employment and well-being related purposes, including for research. The DfE and the English European Social Fund (ESF) Managing Authority (or agents acting on their behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.
Your information may also be shared with other third parties for the above purposes, but only where the law allows it and the sharing is in compliance with data protection legislation.
Further information about the use of and access to your personal data, details of organisations with whom we regularly share data, information about how long we retain your data, and how to change your consent to being contacted, please visit: https://www.gov.uk/government/publications/esfa-privacy-notice
Cookie Policy
This section will explain what cookies are, how our website uses cookies to improve the visitor experience and how you can manage cookies placed onto your computer.
What are Cookies?
Cookies are small text files that download to your computer, tablet or phone when you visit a website. They are widely used to make websites work and improve a user’s browsing experience. They also provide information to the owner of the website. We use the following types of cookies on our website:
Marketing Cookies – are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers.
Analytics Cookies – help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.
Unclassified Cookies – we are in the process of classifying, together with the providers of individual cookies.
For a full breakdown of the cookies used on this website, click the ‘Cookie Setting’ button at the bottom right hand corner of the webpage and click ‘Cookie Settings’.
How do I change my cookie settings?
You can change your cookie settings at any time by clicking the ‘Cookie Settings’ button in the bottom right corner of your window browser. Please note, that by disabling some cookies you may render the functionality and performance of our website.
To find out more about Cookies, please visit the following links:
https://ico.org.uk/your-data-matters/online/cookies/
https://www.allaboutcookies.org/cookies/