The Colleges’ Partnership Ltd Privacy
The Colleges’ Partnership Ltd is committed to protecting the privacy of visitors of The Colleges’ Partnership Ltd website. The following privacy notices explain our privacy practices related to our activities and how The Colleges’ Partnership Ltd may collect, use, and/or share personal information.
The Data Protection Act 2018 is a United Kingdom Act of Parliament which updates data protection laws in the UK. It is a national law which complements the European Union's General Data Protection Regulation and replaces the Data Protection Act 1998
Privacy Notice: The Colleges’ Partnership Ltd is committed to protecting the privacy of those involved in its business. This Privacy Notice is meant to help you understand, among other things, what personal data we collect, why we collect it, and what we do with it.
The Colleges’ Partnership Ltd has made information security and data privacy foundational principles of everything we do, and we recognise the importance of passing regulations to advance information security and data privacy.PRIVACY NOTICELast updated: 23rd March 2021
The Colleges’ Partnership Ltd. is committed to protecting the privacy of visitors of The Colleges’ Partnership Ltd website, individuals who register to use the products and services, and business partners or customers. This Privacy Notice describes our privacy practices in relation to the use of The Colleges’ Partnership Ltd website and Portal (Virtual Learning Environment) it’s services and solutions, and related applications, services, and programs, offered by The Colleges’ Partnership Ltd as well as your choices regarding use, access and correction of personal information.
This Privacy Notice describes how we collect, use, disclose and otherwise process personal data collected related to our Services and otherwise in the course of our business activities, including the information practices of the websites that link to this Privacy Notice.
This Privacy Notice does not apply to information collected about The Colleges’ Partnership Ltd employees, applicants, or other personnel.
The Colleges’ Partnership Ltd Sites may contain links to other websites; and information practices and/or the content of such other websites shall be governed by the privacy statements of such other websites.About Us
The Colleges’ Partnership Ltd provides its Services – which include educational support and solutions such as Apprenticeship and Professional Qualifications delivery and support to business customers, directly, and through partnerships and awarding bodies.
The Colleges Partnership Ltd is registered in England. Company Number 05606069. Our Registered Office is C/O Wiltshire College, Cocklebury Road, Chippenham, Wiltshire, England, SN15 3QD.
The Colleges' Partnership is a not for profit joint venture company owned by Wiltshire College and Bridgwater and Taunton College.Customer Owned Data
As a provider of Services, we may receive, process or store certain information, including personal information. Information may include information from the end points and other systems, tools or devices that Customers manage or monitor using our Services, and end user data related to individuals’ activities on Customer’s network and systems. It may also include event logs, end user information (such as IP address, email address and computer name), and other data where relevant to a support or service request. The Colleges’ Partnership Ltd is a data processor for customer data.Data Relating to Our Customers and Users of Our Sites
The Colleges’ Partnership Ltd collects information as part of its normal business operations and in the administration of its relationship with Customers, which may include personal information.
Business Contact and Customer Relationship Management. We collect and maintain information about our Customers, which may include company name, business contact name and title, phone number, email and other contact details. We may also collect billing address, financial account, credit card information, order details, subscription and license information, and usage details. In addition, we collect user credential and profile data (name, contact, authorized users) of Customer’s authorized users and account administrators.
Data Submitted on Sites. In order to access or use certain portions of the Sites, to enjoy the full functionality of the Sites, or to conduct or seek to conduct business with us, you may be prompted to provide certain personal data to us, including in the following ways:
by filling in forms (for example, a “Contact Us” form) on our Sites or anywhere else we conduct business;
by downloading or accessing the The Colleges’ Partnership Ltd Services;
by downloading documentation from our Sites;
by subscribing to newsletters or other communications; or
by corresponding with us by phone, e-mail or otherwise using our contact details.
Typically, the personal data you give us may include name, business affiliation, business address, telephone number, and email address, and any personal details required to resolve any enquiries or complaints.
Customer Support and Service. When Customers contact us for support or other customer service requests, we maintain support tickets and other records related to the requests, including any information provided by Customers related to such support or service requests.
Usage Details. We collect information about Customers’ usage of our Services, including IP address, Customer ID, email address, and other usage statistics. We do not collect usage details about Customer end users, except as necessary for support or to provide the Services requested by Customers (in which case we are a data processor of such data).
When you visit our Sites, our server automatically collects certain browser or device generated information, which may in some cases constitute personal data, including but not limited to:
your IP address;
your date, time and duration of your visit;
your browser type;
your operating system;
your page visits;
information from third parties;
other information about your computer or device; or
De-identified Data. We may de-identify and aggregate certain data we collect such that the data no longer identifies or can be linked to a particular customer or an individual data subject (“De-identified Data”), subject to the terms of any applicable customer agreements. We may use this data to improve our Services, analyse trends, publish market research, and for other marketing, research or statistical purposes, and may disclose such data to third parties for these specific purposes.
Other Data. The Colleges’ Partnership Ltd collects, uses and maintains certain data related to its business and the Services it provides to Customers, which is not personal data; this privacy notice does not restrict our use and processing of such data, including:Cookies
None of the cookies we use collect personal information.
Types of cookies
The length of time a cookie stays on your device depends on its type. We use two types of cookies on our websites.
Session cookies are temporary cookies which only exist during the time you use the website (or more strictly, until you close the browser after using the website). Session cookies help our websites remember what you chose on the previous page, avoiding the need to re-enter information.
Persistent cookies stay on your device after you’ve visited our website. For example, if you tick the 'Remember me’ box when you log on to the website, a persistent cookie will be used so that the site remembers your choice the next time you use it. Persistent cookies help us identify you as a unique visitor but don’t contain information that could be used to identify you to another person.
The analytics services we use are:
The following is an overview of our purposes for using personal data that we process as a data controller. Additional details on how we process your personal data may be provided to you in a separate notice or contract.
For individuals in the European Union, our processing (i.e. use) of your personal data is justified on the following legal bases:
the processing is necessary to perform a contract with you or take steps to enter into a contract at your request;
the processing is necessary for us to comply with a relevant legal obligation;
the processing is in our legitimate interests, subject to your interests and fundamental rights, and notably our legitimate interest in using applicable data to conduct and develop our business activities; or
you have consented to the processing.
We use the personal data we collect to:
conduct and develop our business with you and with others;
process, evaluate and complete certain transactions involving the Sites, and more generally transactions involving The Colleges’ Partnership Ltd' Services;
operate, evaluate, maintain, improve and develop the Sites (including by monitoring and analysing trends, access to, and use of the Sites);
evaluate, improve and develop our Services generally;
customize our Sites to users' needs;
provide you with documentation or communications which you have requested;
correspond with users to resolve their queries or complaints;
provide you with any Services you request;
send you marketing communications, where it is lawful for us to do so;
protect and ensure safety of the Sites, The Colleges’ Partnership Ltd confidential and proprietary information, and The Colleges’ Partnership Ltd employees;
manage, protect against and investigate fraud, risk exposure, claims and other liabilities, including but not limited to violation of our contract terms or laws or regulations.Disclosure of Personal Data
The Colleges’ Partnership Ltd is a not for profit joint venture company owned by Wiltshire College and Bridgwater and Taunton College and we may share personal data with our affiliated businesses as part of our business operations and administration of the Services. We may also appoint third party service providers (who will operate under our instructions) to assist us in providing information, products or services to you, in conducting and managing our business, or in managing and improving our Services or the Sites. The Colleges’ Partnership Ltd may share your personal data with these affiliates and third parties to perform services that the third parties have been engaged by The Colleges’ Partnership Ltd to perform on The Colleges’ Partnership Ltd's behalf, subject to appropriate contractual restrictions and security measures, or if we believe it is reasonably necessary to prevent harm or loss, or it believes that the disclosure will further an investigation of suspected or actual illegal activities.
The Colleges’ Partnership Ltd reserves the right to share any information that is not deemed personal data or is not otherwise subject to contractual restrictions.
If personal data is transferred outside the EU to third party service providers, we will take steps to ensure that your personal data receives the same level of protection as if it remained within the EU, including by entering into data transfer agreements, using the European Commission approved Standard Contractual Clauses, or by relying on certification schemes such as the EU - US Privacy Shield..
We contractually require agents, service providers, and affiliates who may process personal data related to the Services to provide the same level of protections for personal data as required under the Principles.Learner Personal Data and Personal Learning Records
The information you supply is used by the Education and Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a Unique Learner Number (ULN) and to create your Personal Learning Record, as part of the functions of the DfE. For more information about how your information is processed, and to access your Personal Learning Record, please refer to: https://www.gov.uk/government/publications/lrs-privacy-noticesOther Disclosures
Law Enforcement or National Security. In accordance with our legal obligations, we may also transfer Customer Data, subject to a lawful request, to public authorities for law enforcement or national security purposes.
Additional Disclosures. We may also disclose Customer Data (including any personal data), where otherwise required by law.
Just-in-Time Disclosures. Additional disclosures or information about processing of personal information related to specific websites, mobile applications, products, services, or programs may be provided to you. These may supplement and/or clarify The Colleges’ Partnership Ltd privacy practices in specific circumstances and provide you with additional choices as to how The Colleges’ Partnership Ltd may process your personal information.Children
The Sites, Services and Portal are not for use by children under the age of 16 years and The Colleges’ Partnership Ltd does not knowingly collect, store, share or use the personal data of children under 16 years. If you are under the age of 16 years, please do not provide any personal data, even if prompted by the Sites to do so. If you are under the age of 16 years and you have provided personal data, please ask your parent(s) or guardian(s) to notify The Colleges’ Partnership Ltd and The Colleges’ Partnership Ltd will delete all such personal data.Marketing
Where lawful to do so, and subject to your consent where required, we may communicate with Customers (and related business contacts) about our Services. If you wish to unsubscribe from receiving marketing communications, please follow the unsubscribe links/instruction on all such communications.Security
The Colleges’ Partnership Ltd aims to safeguard and protect your personal data from unauthorised access, improper use or disclosure, unauthorised modification or unlawful destruction or accidental loss, and The Colleges’ Partnership Ltd utilizes and maintains certain reasonable processes, systems, and technologies to do so. However, you acknowledge that no environment is completely secure or error-free, and that these processes, systems, and technologies utilised and maintained by The Colleges’ Partnership Ltd are subject to compromise. Accordingly, we cannot be held responsible for unauthorised or unintended access that is beyond our control.Retention of Your Personal Data
We apply a general rule of keeping personal data only for as long as required to fulfil the purposes for which it was collected. However, in some circumstances, we may retain personal data for other periods of time, for instance where we are required to do so in accordance with legal, tax and accounting requirements, or if required to do so by a legal process, legal authority, or other governmental entity having authority to make the request, for so long as required.
In specific circumstances, we may also retain your personal data for longer periods of time corresponding to a statute of limitation, so that we have an accurate record of your dealings with us in the event of any complaints or challenges.
As Apprenticeships are part funded by the European Social Fund, Personal Data relating to Apprenticeships is retained by us in line with ESF contractual requirements, currently until 31st December 2030. External Links
The Sites may contain links to third party sites. Since The Colleges’ Partnership Ltd does not control nor is responsible for the privacy practices of those websites, we encourage you to review the privacy policies of these third party sites. This Policy applies solely to personal data collected by our Sites or in the course of our business activities.Your Rights
Subject to applicable law, you may have some or all of the following rights available to you in respect of your personal data
to obtain a copy of your personal data together with information about how and on what basis that personal data is processed;
to rectify inaccurate personal data (including the right to have incomplete personal data completed);
to erase your personal data (in limited circumstances, such as where it is no longer necessary in relation to the purposes for which it was collected or processed);
to restrict processing of your personal data under certain circumstances
to port your data in machine-readable format to a third party (or to you) when we justify our processing on the basis of your consent or the performance of a contract with you;
to withdraw your consent to our processing of your personal data (where that processing is based on your consent); and to obtain, or see a copy of the appropriate safeguards under which your personal data is transferred to a third country or international organisation.
In addition to the above rights, you have the right to object, on grounds relating to your particular situation, at any time to any processing of your personal data for which we have justified on the basis of a legitimate interest, including profiling (as opposed to your consent) or to perform a contract with you.
You also have the right to lodge a complaint with your local supervisory authority for data protection.
Please note that we may request proof of identity, and we reserve the right to charge a fee where permitted by law, especially if your request is manifestly unfounded or excessive. We will endeavour to respond to your request within all applicable timeframes.
If you contact us regarding Customer Data for which we are a data processor, we will attempt to refer your request to the relevant Customer, and data controller for your personal data.Right of Access
Any individual can make a Subject Access Request to us verbally or in writing.
To ensure that any request is dealt with efficiently, you are advised to contact the company Data Controller whose details are below. A request can be made via other staff or departments, for example, human resources or heads of department. Requests submitted in this way will be passed to the Data Controller who will make contact with you in order to confirm receipt and clarify the nature of the request.Contact information
If you have any questions in relation to this Notice, please contact us at:
By post – The Data Protection Officer, The Colleges Partnership Ltd., 14b, Sunrise Business Park, Higher Shaftesbury Rd, Blandford, DT11 8STBy phone – 0800 999 1481