Introduction
Regents Theological College (“Regents”, “we, “our”) is committed to protecting the privacy and security of the personal data we collect about our students, alumni, users and employees. We are registered with the Charity Commission, Charity No 251549. We are also registered as Data Controllers with the Information Commissioner’s Office (ICO), registration number Z2974179.
This privacy notice explains what personal data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided above.
Personal data is defined in the UK GDPR as any information relating to an identified or identifiable living 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.
At Regents Theological College we collect different types of information about our users for the following main reasons:
- To provide an interactive web site where email is used to communicate with the users (e.g., Open Days).
- To provide a security mechanism whereby we can restrict content to certain groups of users.
- To help us to improve the service we offer.
- Every year the College will send some of the information it holds about students to Jisc. Jisc is an official source of data about UK higher education. Data submitted to Jisc by the College includes details about the course you are studying, and any qualifications awarded to you during the academic year. It also includes personal data – such as your name and date of birth, your prior qualifications, and where you lived before and during your course. Information about your health, disability status, ethnicity, etc., are classed as ‘Special Categories of data’ under the UK GDPR. Any special category data supplied to Jisc by the College as part of our submission will be included in your HESA Information.
What information do we collect?
We collect information on our users through registration.
The minimum information we need to register a user (e.g., for Open Days, applications) is your first and last name and a password.
Who will have access to your information?
By default your personal information will be visible only to staff users of the site.
How the College keeps this data secure
Your personal data is held on the student database. Arrangements are in place to ensure that your data remains secure. Access to the data is strictly controlled. Staff processing the data receive relevant training on data protection and information security.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.
What else you should know about privacy
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 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.
Any Questions?
Contact us via email at info@regents-tc.ac.uk
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, faith 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, CVs, and DBS check information | Legal Obligation |
| Issuing relevant communications and marketing information | Consent/Legitimate Interests |
| Processing student records e.g. name, exam marks, courses attended, college services used | Performance of a contract/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 | Legal Obligation |
| Processing medical or religious information for employment purposes or providing support to our students in relation to counselling services | Consent/Explicit Consent/Legal Obligation |
| Processing employee information including bank details for the purposes of paying employees | Performance of a contract/Legal Obligation |
| Processing payments for our shop | Legal obligation/Performance of a contract |
| Ensuring alumni and supporters are kept informed of opportunities to engage with, and support, the College to fulfil our educational and charitable aims. The processing of personal information is necessary to be able to achieve these aims. | Legitimate Interest/Consent |
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 if you are located in the UK or EU:
- Your right to be informed – You have the right to know what personal data we have about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
- Your right of access – You have the right to ask us for a copy of your personal data. 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
- Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Your right not to be subject to automated decision-making. We do not use automated decision-making.
- Right to withdraw consent – If you have provided your consent for us to process your personal data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your personal data for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
- Right to lodge a complaint – You have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”), if you are concerned about the way in which we are handling your personal data. The ICO’s contact details are:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
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.
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 list of 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.
- Never share a One Time Passcode (OTP).
- Never enter your details after clicking on a link in an email or text message.
- Always send confidential information by encrypted email where possible this reduces the risk of interception.
- If you’re logged into any online service do not leave your computer unattended.
- 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 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: February 2026
Privacy & Cookies Policy
