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The Royal College of Art (the College) uses personal data of people who come into contact with the College. We use this information to enable us to provide education and associated services.

You can find our Privacy notices below which explain how we use personal data. We write each Privacy notice dependent on the individual’s relationship with the College. Please find the relevant one for you.

The College is registered as a Data Controller, with the Information Commissioner’s Office (ICO).

Registration number: Z5688595

Your rights and how to contact us

When the College processes your persona data, you have the following qualified rights:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making

To make a request under any of these rights, or to contact us about your personal data please email dpo@rca.ac.uk. Or by writing to:

Governance team
Royal College of Art
Kensington Gore
London SW7 2EU

If you would like to make a request by phone please call us at +44 (0) 207 590 4444 and leave a message. 

You also have the right to make a complaint to the Information Commissioner’s Office at www.ico.org.uk. Or by writing to:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

1. Visitors to our websites

Last updated: November 2023

Types of personal information we process

The RCA collects data from website visitors including the use of cookies and tracking pixels. A cookie is a small text file that is sent from a web server to your browser and may be stored on your computer, designed to collect data for statistical purposes. A tracking pixel is a marker inserted into a website page that connects your data to other information you have made available on other platforms. The information is stored and some are shared with our advertising services.

Types of cookies and why we process your personal information

Cookies collect data based on visitor usage of our website alongside setting and context such as the location, device, browser and preferences. The cookies RCA uses are:

  • Strictly necessary cookies: these are necessary for the website to function.
  • Functional cookies: these help enhance our website functionality with features such as chat services and language settings.
  • Performance cookies: these allow the College to count visitors and website traffic helping us to understand how visitors use the website.
  • Targeted cookies: these are set by our advertising partners and may be used to build a profile of your interests to show you relevant adverts on other sites.
  • Social media cookies: these enable you to share content via social media and track your interests across other sites impacting the content and messages you see on other websites you visit.

Our lawful basis

Strictly necessary cookies are collected under the College’s legitimate interest. All other cookies are collected with your consent.

How we may share your personal information

Information is collected via Google Analytics and by other marketing agencies on behalf of the College. Our website contains links to other websites. We are not responsible for the privacy practices of other sites. We encourage visitors to be aware when they leave our website, and to read the privacy arrangements of other sites that collect or use personal data.

Your rights

You can update your RCA cookie settings using the Cookie Settings button below.

2. Mailing-list subscribers

Subscribers to newsletters or email lists may be contacted when we promote programmes of study or events that may be of interest. Anyone may at any time request us to stop using their personal data for direct marketing purposes via the opt out included in all emails or by contacting: media@rca.ac.uk

3. Applicants

Last updated: December 2023

Types of personal information we process

We collect:

  • Biographical information: Name, date of birth, previous schooling, qualifications, relevant work experience and academic goals. Passport information (Tier 4 visa students only).
  • Contact information: Address, phone number, email.
  • Any previous applications or courses with RCA.
  • Demographic information: Nationality, country of birth, ethnicity, religion, sexual orientation.
  • UK Visa Status.
  • Criminal conviction data.
  • Language/Languages: English language qualifications, certificates of award.
  • Your portfolio and personal statement.
  • Accessibility needs: disability and learning differences.
  • Referee information: Name, position and contact details.

For British Nationals applying for MA Architecture, we will also collect:

  • Family socio-economic background, employment history and university education.
  • Information relating to previous education; school, primary postcode, access to free school meals.
  • Local Authority care status.
  • Refugee status.
  • Student Loan information.

Why we process your personal information

We collect and use this information to:

  • Process, assess and contact you about your application.
  • To assess your eligibility for scholarship and bursaries.
  • To statistically monitor trends and support the College’s Access and Participation Plan.
  • To meet Office for Students (OfS) and Joint Information Systems Committee (JISC) requirements.
  • To maintain and monitor visas and immigration status as required by UK Visa and Immigration.
  • To analyse the College’s performance and make improvements, including to our services and student access.
  • To manage Safeguarding of vulnerable adults.
  • To prepare your student record on acceptance and provide necessary accessibility services.

Our lawful basis

Personal data is processed under the following lawful basis:

  • Necessary for the performance of a public task as a Higher Education institution (Article 6.1e).
  • Our legal obligation, such as collection of UK Visa status (Article 6.1c)
  • Our legitimate interests in improving our educational offer (Article 6.1f).
  • Your vital interests, where necessary to help save your life (Article 6.1d)

Special category data is processed under the following lawful basis:

  • With your explicit consent, such as accessibility needs (Article 9.1a)
  • Under our substantial public interest that has a basis in law, for reporting to OfS and JISC (Article 9.2g)
  • Your vital interests, where necessary to help save your life (Article 9.1c).

How we may share your personal information

Your personal information is shared with QS enrolments to contact you about your application and to provide information about the RCA.

Under our necessary duties as a Higher Education, institute data will be shared with JISC (Joint Information Systems Committee) and UK Visa and Immigration services. It may also be shared with authorities as requested under our legal obligations.

How your personal information is stored

We operate secure electronic and physical storage with controls for personal data. We employ robust technical measures such as encryption when storing and transmitting your personal data. RCA staff are subject to mandatory data protection and information security training.

Your information will be stored for no longer than necessary. Information will be transferred to your student record if you are successful. You can read our student privacy notice here.

Your rights

See top of this webpage to read about your rights and how to contact us.

4. Enquiries to study

As an enquirer to study and prospective student, the College will collect and use data relating to personal details. The principle purpose for processing your personal data is for us to respond to your enquiry and provide you with relevant information about applying to study at the College.

For more information, download our Data Protection and Student Data – Fair Processing Notice (PDF).

5. Students

Types of information we collect, and why we collect it

  • Information provided on your application is moved to your student record. This includes profile and contact information to administer your enrollment and education.
  • Statistical student data is used from programmes to produce management information for the purpose of decision making.
  • Demographic information to support, monitor and report on access, participation and equal opportunities.
  • Provision and maintenance of computing facilities including email account and internet access and connected devices. For the prevention and detection of crime, fraud or misuse the College will monitor the use of IT systems technology or spaces. Monitoring complies with RIPA 2000, HRA 1998 and DPA 2018 and will be justifiable, fair and proportionate and in line with institutional policies.
  • Contact details of next kin to be used in an emergency including in cases of serious concern for your safety.
  • Passport and visa information and other documentation required in relation to lawfully enrol international students onto UK courses.
  • Education information including: academic performance/assessments and academic organisation of courses, modules, timetables and room bookings to deliver your education and meet our contractual services.
  • Financial information to administer fees, charges, loans, grants, scholarships, hardship funds.
  • Records of use of services in the provision of those services including the library and Student Support.
  • Medical, health and disability information to provide inclusion plans, put reasonable adjustment in place and support student health and safety.
  • Information provided by you to support extenuating circumstance procedures.
  • Information relating to proceedings of academic or professional conduct to support and resolve investigations.
  • Health and Safety incident reports for the purpose of investigation and provision of support.
  • Any survey or feedback data provided by you to the College or information you have provided as a participant as part of College research.
  • Audio/video recordings of academic lectures, tutor groups or assessments for the purpose of College record keeping and education provision.
  • CCTV recordings for the purpose of the prevention and detection of crime and in supporting the safety and security of our students, staff, visitors as well as College property.
  • Records of non-course related training or events that are run by the College.

On graduation, your data is processed by the RCA Alumni Network. A separate Privacy Notice for RCA Alumni can be found on this page.

This is primarily collected where it is necessary for the performance of the College’s public task as a Higher Education Institution (Article 6.1.e). This includes the administration and provision of your education.

For more information and details on how we store an share your information, download the Student Privacy Notice (PDF).

Digital Content Submissions

At times, the College may invite current students to submit content for publishing on our digital media channels, including the College website and social media platforms such as instagram.

For digital content submissions the RCA collects information directly from you, so we (the RCA) can share and promote your work and practice on RCA digital platforms. This is only done with your consent (Article 6a) and your explicit consent (Article 9a) if special category data is given. We will only use information provided to us on this form as part of the online post.

For more information, download our Privacy Notice: Digital Content Submissions (PDF)

6. Short course delegates

Last updated: November 2023

Types of personal information we process

  • Your contact details and biographical information submitted by you during the application and enrolment process;
  • Details of your courses, modules, timetables and room bookings, assessment marks and examinations related to your study;
  • Financial data;
  • Photographs and video recordings;
  • Contact details for next of kin;
  • Information related to the prevention and detection of crime and the safety and security of our premises, products, staff and students. Including, but not limited to, CCTV recordings and IT network security monitoring;
  • Any information provided by you for the College to provide access, advice, support or welfare.

Why we process your personal information

  • To process your application and enrol you onto our Short Courses;
  • To administer your Short Course and provision your education and assessment;
  • To provide you with information about similar services and events;
  • For financial purposes in the administration of fees, charges and in the provision of loans, grants, scholarships and funding;
  • To capture lectures and assessments for the purpose of educational provision and college promotion that is in our legitimate interests but still fair to you;
  • In the case of an emergency;
  • For the purpose of prevention and detection of crime and for the safety and security of our students, staff and premises;
  • In the provision of advice and support for your welfare needs.

Our lawful basis

We process data for a variety of purposes under the following conditions:

  • We mainly process your data for the performance of a contract (Article 6 1 b) to meet your short courses contract;
  • We may process your data under condition of your consent or your explicit consent (Article 6.1.a and Article 9.2.a);
  • We process information for our legitimate interests (Article 6.1 f) where it is proportionate to your rights and freedoms, including where there is serious concern for your safety, or in respect of your interests at the College;
  • We may process information for your vital interests (Article 6.1.d) where not to do so would risk your life;
  • Where we have a legal obligation to process your data (Article 6.1.f) such as if we are required to share your data with law enforcement bodies.

How we may share your personal information

In some instances RCA Short Courses may share your personal data with our partners, service providers or under our legal or regulatory duties. We may share your data under the following circumstances:

  • To provide educational or employment references;
  • To education providers in joint course provision;
  • To emergency services for your health and safety;
  • To law enforcement and government agencies where we have a legal obligation to disclose, or where is it required for Safeguarding;
  • Your data is securely hosted on contracted third -party platform services providers such as GCloud and eLearning platforms.

How your personal information is stored

We operate secure electronic and physical storage with controls for personal data. We employ robust technical measures such as encryption when storing and transmitting your personal data. RCA staff are subject to mandatory data protection and information security training. We will keep your data for as long as necessary for the purpose or purposes it was collected.

Your rights

See top of this webpage to read about your rights and how to contact us.

7. Alumni

As an enrolled student, you are automatically part of the Alumni Network when you graduate. The Development & Alumni Relations Office collect and use data relating to personal details, family and social circumstances, education and training records, along with employment information, if you choose to share this with us.

The principle purpose for processing your personal data is for us to deliver alumni services to you. To do this, we process your personal data based on our legitimate interests. We also offer some features including events and promotions based on your consent.

For more information, download our Data Protection and Alumni Data – Fair Processing Notice Summary (PDF)

8. Staff

Last updated: May 2024

For the purposes of this Notice, ‘staff’ includes applicants, employees (academic, support and management, workers (including agency, casual, hourly paid and contracted staff), apprentices, volunteers, trainees and those carrying out work experience.

Types of personal information we process

We require you to provide:

  • Personal and contact information
  • Role information (role, salary, start date)
  • Employment records and training history
  • Educational qualifications and evidence
  • Financial information (bank account and pension details)
  • Income tax codes and tax details
  • Evidence of nationality (passport, visa, NI number)
  • Sickness and absence information
  • Emergency contact/next of kin
  • Proof of Right to Work documents (driving licence, work permit, criminal record history, settlement status).

In addition, we may ask you to provide:

  • Photograph
  • Ethnicity or race data
  • Religion
  • Sexual orientation
  • Sex identifier
  • Gender reassignment
  • Disability and accessibility needs
  • Medical condition/history
  • Exit interview

As part of your time at RCA we may create the following data about you:

  • Payslips. P60, holiday and absence records
  • Development and training records
  • Appraisal and employee review
  • Investigation or incident information
  • Grievance or disciplinary information
  • Technological monitoring logs for the prevention or detection of crime, fraud or deliberate misuse.
  • CCTV footage (for prevention and detection of crime)
  • Additions or deductions to payroll including overtime, unpaid leave and strike days to reproduce accurate payroll

Why we process your personal information

  • For the administration of prospective, current and past staff in relation to recruitment, payment, pensions and other contractual obligations.
  • Vetting checks and to meet national employment law where required
  • Planning and management of the College's workload or business activity.
  • For occupational health and safety.
  • To investigate and manage incidents in relation to our obligations to our people; disciplinary investigations, disputes and employment tribunals.
  • To improve our services for you and other staff and ensure staff are appropriately supported in their roles.
  • To produce monitoring and reporting statistics for better decision making and sector comparisons and legal requirements.
  • Staff training and development.
  • Where we have a legal duty to disclose to external parties under statutory powers.
  • For the purpose of prevention and detection of crime for the safety and security of staff, students and our premises.

Our lawful basis

Our main reason to collect your data is to fulfil our contract with you as a member of staff (Article 6.1b).

We also process your data under:

  • Your consent (Article 6.1a).
  • Your vital interests, where not to do so would risk your life (Article 6.1d)
  • Our legal obligations (Article 6.1c)
  • Our legitimate interests, where it is proportionate to your rights and freedoms (Article 6.1f)
  • Under our public task (Article 6.1e)

And your sensitive personal data for under:

  • Your explicit consent (Article 9.2a)
  • Reasons of substantial public interest (Article 9.2g)
  • In the interests of public or occupational health (Article 9.2h)

How we may share your personal information

We share your information with third party providers who are contracted to work on the College’s behalf such as our pension providers, insurers and legal consultants. We may also share you information with:

  • Joint Information Systems Committee (JISC)
  • The Department for Work and Pensions
  • UK Visas and Immigration Office
  • HM Revenue and Customs (HMRC)
  • Pension schemes – including UBPAS, USS and others (as set out in the scheme rules)
  • Research sponsors/funders
  • Trade unions
  • Potential employers (where a reference is requested)
  • Benefits Agency as required by the Social Security Administration Act 1992
  • Emergency services
  • Government authorities (such as through police or court procedure)
  • Sterling and Yoti Right to Work verification service

How your personal information is stored

We operate secure electronic and physical storage (this data is stored electronically for those that joined since April 2021), with controls for personal data. We employ robust technical measures such as encryption when storing and transmitting your personal data. RCA staff are subject to mandatory data protection and information security training.

Your rights

See top of this webpage to read about your rights and how to contact us.

9. Governors

Last updated: December 2023

Types of personal information we process

  • Personal information: name, DoB, and summary of your biographical, educational qualifications and career history.
  • Contact details: postal address, email, telephone number, and personal assistant contact details where relevant.
  • Declaration of interests, gifts and hospitality: employment directorships, partnerships, trusteeships and other significant positions and shareholdings. Significant positions of close family members may be recorded where potential conflict arises. Any significant gifts or hospitality offered to you in relation to your governor role.
  • Governance expenses claimed and donations made: may include your bank account details, items of expenditure, purpose, date, time and location of expenditure.
  • Equity and Diversity information: gender, sexual identification, disability, ethnic group, religion or beliefs.
  • Criminal convictions data.
  • Passport details: number, country and date of issue.
  • Photo ID or headshot.

Why we process your personal information

  • To administer and communicate with you in order to support your role as a governor.
  • To provide you with access to buildings and provide you with an IT profile account.
  • Summary biographical and educational experience is used by the Nominations Committee to ensure there is a good balance of skills and personal experience on the governing body.
  • To ensure that financial conflicts of interests are avoided and significant ‘Related Party Transactions’ are reported in the College’s financial statements.
  • To process expense claims and summarise any significant donations made in the College’s financial statements, in accordance with charity law.
  • For monitoring and reporting in an anonymised format about the diversity of RCA’s governors.
  • To conduct a ‘fit and proper’ test for holding the role of Governor and Trustee as required by the OfS and Charity Commission.
  • To satisfy bank requirements on lending.

Our lawful basis

We process personal information:

  • For the performance of our public task (Article 6.1e).
  • Under our legal obligations (Article 6.1c).
  • Under our legitimate interests, where they are balanced with your rights and freedoms (Article 6.1f).
  • With your consent (Article 6.1a).
  • The protection of your vital interests (Article 6.1d).
  • We process special category data:
  • With your explicit consent (Article 9.2g).
  • For the protection of your vital interests (Article 9.2c).
  • Where it has been manifestly made public by you (Article 9.2e).

How we may share your personal information

What data is published:

  • On our website we publish your: name, term of office, memberships of Committees/Council and outside Trusteeships as well as a short summary of your career and headshot as provided by you.
  • Minutes of Council and Committee meetings may be published under our transparency obligations as a public authority under the Freedom of Information Act.
  • Under declarations of interests, significant ‘Related Party Transactions’ are reported in the College’s financial statements under the Financial Reporting Act 102 and Charities Act.

Who we share your data with:

  • We share your contact details with other members of Council to support the performance of Council/Committees
  • We share information with the Office for Students (OfS), Higher Education Statistics Agency (HESA) Joint Information Security Commission (JISC) to comply with our regulatory duties.
  • We share information with the College’s internal and external auditors.
  • We share information with RCA banker’s and investment fund managers to comply with our regulatory duties.
  • We may share your data under our legal obligations if required by government authorities.

How your personal information is stored

We operate secure electronic and physical storage, with controls for personal data. We employ robust technical measures such as encryption when storing and transmitting your personal data. RCA staff are subject to mandatory data protection and information security training.

Your rights

See top of this webpage to read about your rights and how to contact us.

10. Donors, Alumni Supporters and Prospects

Last updated: December 2023

Types of personal information we process

The personal information the RCA may collect and hold about you includes:

  • Your name, contact details, date of birth, gender, nationality.
  • Details of your education.
  • Details of your interactions with the RCA – e.g. attendance at events; any donations you have made; meetings, emails and phone calls with RCA staff.
  • Details of relationships between you and other supporters, alumni, staff and other RCA contacts.
  • Information gathered from in-house or third-party research that helps us understand more about your background, wealth, interests and business relationships.

Why we process your personal information

Your personal information is or may be used to:

  • Send you publications, invitations that may be of interest or to inform you of promotional offers that may be available to you.
  • Keep in touch and share updates on the progress we are making and to ask for gifts or other support.
  • Provide access to services, for example use of College facilities.
  • Administer, acknowledge and steward gifts and other payments, for example event tickets (including tax administration for gift aid).
  • Maintain internal records – to keep an accurate overview of your interactions with the RCA.
  • Conduct due diligence, as per the RCA’s Gift Acceptance Policy, to reduce the risk of fraud, credit risk or reputational damage to the College.
  • Create Research Profiles highlighting your preferences and philanthropic interests as well as conduct wealth screening in order to make sure that we are contacting you in the most appropriate way with the most relevant information.
  • Create briefings which will be shared with senior staff, Council members and other affiliated volunteers in advance of events/meetings that you may attend
  • Conduct research and audits in order to gain a better understanding of our alumni and supporters, to enable us to improve our work.

We will contact you primarily using your preferred contact method and limit the frequency of non-personalised communications wherever possible. You may opt out from receiving correspondence from the Development & Alumni Relations team on development@rca.ac.uk at any time.

As per the College’s Gift Acceptance Policy, we are required to undertake due diligence reviews before seeking or accepting donations in excess of £100,000 or those which are associated with a naming opportunity. To do this we access publicly available personal data relating to the potential supporter including reviewing their known associations, criminal convictions and offences. If you would like further information on the Gift Policy and due diligence process please contact the Development & Alumni Relations team at development@rca.ac.uk.

On occasion, someone you know – for example friends, family or a business associate – may give us your name and contact details as someone who is likely to be interested in the work of the RCA. Similarly we may seek to make contact with you on the recommendation of RCA staff or from relevant news reports. We will contact you as soon as is practicable to let you know we are processing your data in this way. If you do not want us to contact you further please let us know at

Our lawful basis

The main lawful basis we use to process your personal data is our legitimate interests (Article 6.1f). By using this lawful basis we are required to ensure that our interests are balanced against your rights and freedoms.

We may also process your data under:

  • Our legal obligation (Article 6.1c)
  • Your consent (Article 6.1a)
  • For the performance of a contract, where a contractual agreement is in place (Article 6.1b)

To maintain your rights and freedoms for the duration of our processing of your personal data we will contact you as soon as practicable to inform you that we have collected your personal data. You have the right to request that we stop processing your data, or any other of the rights you have under the GDPR by contacting us at development@rca.ac.uk.

How we may share your personal information

We may share your data with third parties for processing to support our purposes for collecting your data. We do not sell or share any data for onward processing. The categories of suppliers we use are:

  • Mailing houses which send out alumni magazines.
  • Screening agencies to maintain up to date information.
  • Consultants and agencies that advise on an individual's capacity to donate or their potential interest in RCA, for example through wealth screening.

If you have joined a specific alumni club, such as the AlumniRCA East Coast Club, then we may share limited data with the organisers of that group, so they can manage events. We do not give out your data to organisers of groups that you have not opted into, but we may contact you on their behalf.

We are happy to help you to get in contact with individual alumni, but will not release their personal contact details without permission and therefore will normally send a message to them on your behalf.

We may share your information where we have a legal obligation to do so. Such as by request of police or through court orders.

How your personal information is stored

The RCA is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place technical and organisational procedures to safeguard and secure the information we collect online. Including:

  • Data is stored on a secure drive and in a password-protected CRM database that only designated members of RCA staff have access to.
  • Our online forms are always encrypted and our network is protected and routinely monitored.
  • We undertake regular reviews of who has access to information that we hold, to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Your rights

See top of this webpage to read about your rights and how to contact the Data Protection Officer if you have concerns about this notice, or the way your data is used.

11. Research participant

Last updated: November 2023

Types of personal information we process

The Royal College of Art processes different categories of personal information depending on the research study being conducted. The types of personal data being processed for a research project are described to each participant in the participation form.

We will only collect personal information that is appropriate and necessary for the research project being conducted. In some cases, this may include special category sensitive data such as medical information or biometrics. In all cases of collecting your special category data your explicit and informed consent will be collected as part of our ethical research practices.

Why we process your personal information

The Royal College of Art is a postgraduate art and design University with research and innovation centres. Our research is conducted to address diverse global challenges ranging from mobility and urbanism, the circular economy, the climate crisis to ageing populations and inclusivity.

We collect data from research participants to bring new knowledge and insights to the world.

In each research project, participants will be provided with information about the research. Research outcomes are published where deemed suitable, and anonymised research data is stored in public repositories for re-use.

Our lawful basis

Data is processed under the College’s public task (Article 6.1e) as a postgraduate university. In some cases under our legitimate interests (Article 6.1f) where the College has a legitimate interest and provides safeguards to the fundamental rights and interests of the research participants.

We collect and use special category sensitive data where it is necessary for archiving purposes in the public interest, specific scientific or historical research purposes, or statistical purposes (Article 9.2.j). We may also use special category sensitive data where there is substantial public interest (Article.9.2.g).

How we may share your personal information

Your personal data will be stored confidentially as part of the research project and researchers will anonymise, wherever possible, personal data for the purpose of investigating the information collected.

Research is often a collaborative practice with joint research teams and funders. Data sharing will only take place where it is lawful to do so and for the purpose of meeting the research aims. Research participants can find out whether the RCA is collaborating with partners on any specific study in their participation form.

Data is anonymised for the publication of outcomes and submission into research data repositories.

How your personal information is stored

We operate secure electronic and physical storage for research projects which employ robust technical measures such as encryption. Access to physical records is strictly controlled. Researchers are subject to mandatory data protection and information security training as well as following research ethics standards and safeguards.

Your rights

Under GDPR, the College is exempt from providing research participants with certain individual rights in some cases. This includes the right of access, right of rectification, right of deletion and right to object. These exemptions will apply in certain scenarios depending on the research activity. We will endeavour to provide your rights where it does not seriously impair the achievement of the purpose of the research. You can find contact details at the top of the webpage.

12. External contacts and visitors

Last updated: March 2024

Types of personal information we collect and why we process it

External contacts

  • We collect names and contact details such as email address and telephone numbers to manage enquiries.
  • We collect identifiable data in relation to your previous enquiries or your representative organisation to enable efficient service.

Visitors

  • The RCA records CCTV footage across all College premises including in Kensington, Battersea and White City. This is used for the prevention and detection of criminal activity for the safety and security of our staff, students, visitors and property.
  • For access to our buildings or events the College may take records of your ID Swipe card, or use written records of your name and contact details. This is taken for the safety and security of our visitors and our property.
  • On purchasing items at any of our shops and cafes, we will take financial payment details to process the payment.
  • We collect contact details to provision eduroam WiFi on site.

Our lawful basis

This data is processed under our legitimate interests (Article 6.1f) with consideration of your rights and freedoms.

Information may be shared under the lawful basis of:

  • Vital interests, where information could prevent loss of life (Article 6.1d)
  • Legal obligations, where the College is compelled to disclose information to authorities based on a legal or statutory duty (Article 6.1c)

How we store and may share your personal information

  • External enquiries are processed using Service Now and are held in line with the College’s retention policy depending on your relationship with us.
  • Payment information is shared with our banking provider and is held for seven years.
  • CCTV is stored with encryption. Only trained staff are able to access footage and footage is deleted after 30 days. It may be used in exceptional circumstances by trained staff at the College to investigate potential criminal activity.
  • CCTV footage may be shared with police or similar authorities for the purpose of preventing or detecting crime that occurs on our premises.

Your rights

See the top of this webpage to read about your rights and how to contact us.