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Introduction

Regents Theological College (“Regents College”, “we, “our”) is committed to protecting the privacy and security of the personal data we collect about our students, users and employees.

The right to be informed covers some of the key transparency requirements of the UK GDPR. We are committed to providing individuals with clear and concise information about how we use, obtain, and retain personal data.

Personal data is defined in the UK GDPR as any information relating to an identified or identifiable natural person (data subject); a person who can be identified directly or indirectly in particular by reference to an identifier such as a name, identification number, location data, an online identifier or factors relating to physical, physiological, genetic, mental, economic, cultural, or social identity.

Please read this privacy notice carefully as it provides important information about how we handle your personal information and your rights. If you have any questions about any aspect of this privacy notice you can contact us by emailing us at info@regents-tc.ac.uk.

Please note our business partner Quercus process college applications. Please refer to this privacy notice for further information in relation to how we process your personal data: Privacy Policy

Personal data we collect and use

  • Information about you – such as your name, date of birth, email address, phone number
  • Special category data – this is personal data that requires more protection because it is sensitive.  Where it is relevant for example as part of providing student services, we may collect information relating to your health, religious or trade union membership
  • Student information – such as student marks, courses attended, and any other services used at Regents Theological College
  • Government identifiers – for example, information from your identification documents, such as your driving license, national insurance number or passport where relevant
  • Online information – for example Cookies and IP address (your computer’s internet address), if you use our websites (see further information on cookies below)
  • Financial information – for example salary, bank account details and information from fraud prevention or credit reference agencies for employment purposes, or products purchased through our shop
  • Family & beneficiaries’ information – for example your marital status, dependants, next of kin, family medical history or nominated beneficiaries (where relevant). If you provide information on another individual, it’s important you ensure they are aware of the detail you`ve provided to us.  Their personal data will be processed in accordance with this Privacy Notice, so please let them know it’s important that they read this policy
  • Employee information – for example DBS information, passport details, employment history, medical information, emergency contacts, application information
  • Personal data about other named individuals as required – Where you provide the personal data of others you must have their authority to provide their personal data to us and share this Privacy Statement and any related data protection
  • statement with them beforehand together with details of what you’ve agreed on their behalf.

Purposes for which we use personal data and the legal basis

When providing services to you, we may use your personal data for the following purposes and on the following lawful bases:

Purpose Lawful Basis for Processing
Carrying out pre-employment checks including processing driving licenses and passports for identification purposes and processing employee information such as applications, CV’s, and DBS check information Legitimate interest
Build the online address book and show your birthday in the Regents Theological College calendar Consent
Issuing relevant communications and marketing information Consent
Processing student records e.g. name, exam marks, courses attended, college services used Legitimate Interest
To provide an interactive website where email is used to communicate with the users Legitimate Interest
To provide a security mechanism whereby we can restrict content to certain groups of users Legitimate Interest
Processing medical or religious information for employment purposes or providing support to our student in relation to counselling services Consent
Processing employee information including bank details for the purposes of paying employees Performance of a contract
Processing payments for our shop Legitimate Interest

Transferring your personal data

In some instances, your personal data may be transferred outside the UK and the European Economic Area. While some countries have adequate protections for personal data under applicable laws, in other countries steps will be necessary to ensure appropriate safeguards apply to it.

If it becomes necessary for the purposes of fulfilling College objectives, we will only share your personal data with organisations in countries benefiting from a European Commission adequacy decision or on the basis of Standard Contractual Clauses (SCC’s) approved by the European Commission/UK which contractually oblige the recipient to process and protect your personal data to the standard expected within the UK/EU.

How long we keep your personal data

We will retain your personal data for as long as is necessary to provide you with our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations and to deal with complaints.

At the end of the retention period, your personal data will be securely deleted or anonymised, for example by aggregation with other data, so that it can be used in a non-identifiable way for statistical analysis and business planning.

Some of the key considerations when we are determining data retention periods for your personal data are below;

  • whether we are retaining personal information for archiving, scientific or statistical purposes
  • relevant guidance from the Information Commissioners Office (ICO) or the National Archives
  • whether we have a legal or regulatory requirement to retain your personal data once your relationship with us has ended

We implement appropriate technical and organisational measures to protect data that we process from unauthorised disclosure, use, alteration or destruction.

Your rights and options

You have the following rights in respect of your personal data:

  • You have the right of access to your personal data and can request copies of it and information about our processing of it.
  • If the personal data we hold about you in incorrect or incomplete, you can ask us to rectify or add to it.
  • Where we are using your personal data with your consent, you can withdraw your consent at any time.
  • Where we are using your personal data because it is in our legitimate interests to do so, you can object to us using it this way.
  • Where we are using your personal data for direct marketing, including profiling for direct marketing purposes, you can object to us doing so.
  • You can ask us to restrict the use of your personal data if:
    • It is not accurate.
    • It has been used unlawfully but you do not want us to delete it.
    • We do not need it any-more, but you want us to keep it for use in legal claims; or
    • if you have already asked us to stop using your data but you are waiting to receive confirmation from us as to whether we can comply with your request.
  • In some circumstances you can compel us to erase your personal data and request a machine-readable copy of your personal data to transfer to another service provider.
  • You have the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, please contact us at: Regents Theological College, West Malvern Road, West Malvern, Worcestershire, WR14 4AY or alternatively, you can email us at info@regents-tc.ac.uk.

You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted using the information provided at: https://ico.org.uk/concerns/.

Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit our website. Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improving the user experience.

Cookies can be “First Party”, i.e. set by us, or “Third Party” – set by another company to perform the function, for example Google Analytics.

When someone visits our website, we collect standard internet log information. We do this to find out things such as the number of visitors to the various parts of the website. We collect this information in a way which does not identify anyone.

Other organisation such as Google read and write their own cookies onto your devices. For example, these cookies are used to track adverts and keep count of the number of times that each advert is viewed by users. We use this type of information to help improve the services the website provides to you.

Strictly Necessary Cookies allows you to move around the website and use essential features. These cookies don’t gather any information about you that could be used for marketing or remembering where you’ve been on the internet. We don’t require your consent to set these cookies.

If we do want to collect personally identifiable information through any of our websites, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Below is a list of the types of cookies we use:

Session Cookies These enable you to carry out essential functions on our sites, such as maintaining log-in details for the session. They also help by minimising the need to transfer information across the internet. They are not stored on your computer and expire when you terminate your browser session or logout of certain areas.
Persistent Cookie We use Google Analytics to monitor how users interact with our website we monitor this information to ensure you experience a smooth user experience when using our website. Further information on Google Analytics can be found here:  http://www.google.com/intl/en_uk/analytics/privacyoverview.html
Third-party Cookie The only third-party cookie Regents Theological College operate is the Google Analytics cookie (as above). For information, these are also referred to as ‘tracking Cookies’ and collect data such as your location and search trends based on your online behaviour when you visit our website. These Cookies collect this information so that companies can provide you with custom advertisements these are the ads that appear on websites you visit and display content relevant to your interests. A third-party cookie can be set by a third-party server, such as an AdTech vendor, or via code loaded on the publisher’s website.

 

Cookies Used by Regents Theological College

Below is a table listing the specific cookies we use along with the purposes for using these:

 

Cookie Names

 

Cookie Purposes

DoubleClick.net/DSID Advertising to users who sign into Google and identify a signed-in user on non-Google sites and to remember whether the user has agreed to ad personalization.
IDE/ANID Google for advertising (serving and rendering ads), personalizing, limiting the number of times an ad is shown to a user, muting ads we have chosen to stop seeing, and measuring the effectiveness of ads.
_ga, _gat_gtag, _gid, wordpress_test_cookie Google analytics analytics to help collect data that allows services to understand how users interact with a particular service; will improve content and to build better features that improve the user’s experience.
CookieLawInfoConsent
cookielawinfo-checkbox-necessary
cookielawinfo-checkbox-non-necessary themify-builder-tabs
viewed_cookie_policy
wp-settings-#, wp-settings-time-#:
General usage including essential maintenance and functionality of our website.
LOGIN_INFO Our website has embedded videos from YouTube. These keep track of visitors, user preferences and stats about views. But where possible, we’ve set this to use YouTube’s ‘nocookie’ domain so that it will not store any cookies.
VISITOR_INFO1_LIVE, YSC To maintain user preferences for YouTube and to detect and resolve problems with the service.

How can I prevent Cookies being used?

You can find out how to do this for your particular browser by clicking “help” on your browser’s menu or by  visiting http://www.allaboutcookies.org/manage-cookies/index.html.

 

Alternatively, you can click on your ‘locked icon’ button in your browser whilst visiting our website and select ‘site settings’ and then ‘clear data’ next to Cookies. The relevant Cookies will then disappear.

How to help keep your personal information secure

 

There are some things you can do to protect your personal information online.

  1. Never share a One Time Passcode (OTP).
  2. Never enter your details after clicking on a link in an email or text message.
  3. Always send confidential information by encrypted email where possible this reduces the risk of interception.
  4. If you’re logged into any online service do not leave your computer unattended.
  5. Never download software or let anyone log on to your computer or devices remotely, during or after a cold call.

Secure Online Services

You can easily identify secure websites by looking at the address in the top of your browser which will begin https:// rather than http://.

Remember to close your browser when you have finished your user session. This is to ensure that others cannot access your personal information and correspondence if you share a computer with someone else or are using a computer in a public place like a library or Internet cafe. You as an individual are responsible for the security of, and access to, your own computer.

Please be aware that whenever you voluntarily disclose personal information over the Internet that this information can be collected and used by others. In short, if you post personal information in publicly accessible online forums, you may receive unsolicited messages from other parties in return. Ultimately, you are solely responsible for maintaining the secrecy of your usernames and passwords and any account information. Please be careful and responsible whenever you are using the Internet.

 

Our pages may contain links to other websites, and you should be aware that we are not responsible for the privacy practices on other websites.

Contact us

If you have any questions, or wish to exercise any of your rights, then you can contact us at:

 

Regents Theological College, West Malvern Road, West Malvern, Worcestershire, WR14 4AY or alternatively, you can email us at info@regents-tc.ac.uk.

Changes to this privacy notice

We will regularly review and update this privacy notice at least annually and aligned to regulatory changes.

 

Last modified: 11th February 2022