Privacy Notice

This Privacy Notice describes how Colchester Institute (and its subsidiary and related companies) protects and makes use of the information you provide us with.

It applies to information we collect about:

  • Visitors to our websites
  • People who use or may use our services. This includes for example:
    – individuals who study a course with us
    – employers who purchase training from us
    – employers who take a student on work experience or placement
    – employers who employ an Apprentice
  • Individuals who are customers of the college’s commercial operations eg CH&FS Restaurants, Salons, Refectories and Minories Galleries
  • Individuals who request information from us.

It applies to information gathered and retained by Colchester Institute Corporation, Colchester Institute Enterprises Limited, Colchester Institute Foundation Trust

If you are asked to provide information to us, it will only be used in the ways described in this Privacy Notice.

This Privacy Notice is updated from time-to-time. The latest version is published on our website.

If you have any questions about this policy, please e-mail gary.horne@colchester.ac.uk or write to him at Gary Horne, Executive Vice Principal, Colchester Institute, Sheepen Road, Colchester, Essex CO3 3LL.

What data we gather

We may collect a range of information including, but not limited to the following:

  • Name, date of birth, profession, employer
  • Contact information including, phone, email and postal addresses
  • Educational information including qualifications, predicted grades, learning support needs
  • Diversity data (eg sex, age, ethnicity, disability)
  • Financial information ie bank details
  • Information about personal preferences and interests
  • Company information eg financial, staff, training needs analysis
  • Individual achievements, attendance, results and performance on programme of study
  • Website usage data.

How we use this data

Collecting this data helps us provide you with a service which meets your needs.

Specifically, we may use data:

  • To meet our legal and statutory duties and responsibilities
  • To process applications, enrolments and workforce development programmes and contracts
  • To register your learning with an awarding body for the purposes of learning, assessment and certification
  • For our own internal records so that we can provide you with a high quality service
  • To contact you in response to a specific enquiry
  • To customise our services so they work better for you
  • To contact you about services, products, offers and other things provided by us which we think may be relevant to you
  • To contact you via e-mail telephone or mail for research purposes.

At no time will we assume your permission to use information that you provide for anything other than the reasons stated here.

Security

We will hold your information securely.

To prevent unauthorised disclosure or access to your information, we have implemented strong organisational and technical security safeguards.

If information is shared with another organisation (reasons for this are given in the section below) we will ensure an Information Sharing Agreement is in place.

We also follow stringent procedures to ensure we work with all personal data in line with the Data Protection Act 1998.

Information Sharing and Disclosure

We do not sell or rent your personal information.

Your information may by necessity be disclosed to appropriate staff members of Colchester Institute and to government bodies to fulfil our statutory responsibilities such as the Education and Skills Funding Agency, the Office for Students, Ofsted, Essex County Council, or with local partners such as Department for Work and Pensions.  We may need to share your information with auditors or awarding bodies and we will take steps to ensure that these organisations operate within the requirements of Data Protection Law.

Information may be shared with third parties if it is in connection with the service we are providing to you, for example we might share information with market research companies contracted to undertake work on our behalf to assess your satisfaction with our service. When we do this we always ensure an Information Sharing Agreement is in place.

We will only share your personal information with other people eg parents or carers, or with agencies such as the Job Centre Plus with your permission.

If, as part of the entry requirements for your course or if you are applying for a job with Colchester Institute, we need to take up a reference or obtain ‘disclosure’ from the Disclosure and Barring Service, we will inform you beforehand.

Any personal information we hold about you is processed in accordance with the Data Protection Act 1998.

Visitors to our website

When someone visits www.colchester.ac.uk we collect standard internet log information and visitor details of behaviour patterns. We do this to find out things such as the number of visitors to the different parts of the site. We collect the information in a way which does not identify anyone. If we do want to collect personally identifiable information through our website we will be up front about this and will make the purpose clear.

Website Privacy Policy and Terms and Conditions

Your privacy – the use of personal information

When supplying information you are consenting to the College holding this data in order to process your request and for our own research.

The information may be used by the College to monitor student interest in the courses offered, attainment and retention levels.

Data Protection Act 1998

All personal information is held by Colchester Institute in accordance with the Data Protection Act 1998 and is kept for as long as is necessary to fulfil your request or process your enquiry or application.

Keeping your information safe

All personal data collected from users completing an online form on this website will be treated as confidential and will not be passed on to any third party for marketing purposes.

Collection of personal information

The Colchester Institute website collects only personal information provided to us by visitors through submitting a web form. This information usually consists of, but is not limited to, name, personal or company address and contact details.

Web forms on our website are used for reasons such as allowing visitors to:

  • Request specific materials such as a prospectus or guide
  • Submit an enquiry form
  • Register to attend a Colchester Institute or University Centre Colchester Open event
  • Register to receive email communications in the form of newsletters or updates on new courses/services

The information required is necessary for us to be able to deal with your enquiry, but on occasions there might be additional information that we may request in order to help us to provide the most appropriate response.

Sensitive information is only sought through a form on the website if it is required or necessary as part of a process. Sensitive personal data means personal data consisting of information as to race or ethnic origin; political opinions; religious or other similar beliefs; trade union membership; physical or mental health; sexual life or criminal record.

Where sensitive information is provided this will be accepted as explicit consent for the College to use the information in connection with the purpose for which it has been provided.

Sensitive personal data is collected by certain web forms on our website in order to allow visitors to:

  • Provide information about a disability or disabled access requirements
  • Provide information about physical or mental health in order to submit a Colchester Institute Counselling Service Self Referral form
  • State possession of a Criminal conviction, but not the nature of the conviction or any further details related to the conviction, as part of the application form for Full-Time English Language Courses for international and overseas students

How we use your data

When users of our site send us personal information, such as their email address, Colchester Institute will only use the information in order to resolve and reply to your enquiry and shape and improve the services we offer. As part of this process, submitted information may be used for statistical analysis in order to improve our web services.

Where users have submitted a web form registering an interest in a course or service, it may be necessary for the College to add your email address to a mailing list in order to notify you of information relating to the enquiry. All emails you receive from us will offer the option to unsubscribe from the mailing list.

About our Website

The website contains information about the services and courses offered by Colchester Institute, University Centre Colchester, CI Business Solutions and the Minories Galleries.

Every effort has been made to ensure the accuracy of the information contained within this website but Colchester Institute cannot accept any responsibility for errors or omissions in website content, or for any consequences that arise from the use of information contained within the website. Colchester Institute also reserves the right to update our terms and conditions and privacy policy without notice.

The College reserves the right to update and amend information as and when necessary. Colchester Institute will do its best to provide the courses shown, but may have to modify or withdraw a course depending on customer demand and other factors

Course information describes programmes offered by Colchester Institute, University Centre Colchester at Colchester Institute, CI Business Solutions and the Minories Galleries. The College takes all reasonable steps to provide courses as described, but cannot guarantee provision. The information is for guidance and does not form any part of a contract.  Colchester Institute reserves the right to introduce changes to the information given, including the addition of new courses or withdrawal, relocation or restructuring of courses listed on the website at any given time.

Changes to web content

On occasion it is necessary for us to make changes to website content. This might include changes to information about courses, campuses, services to the public, facilities or course fees due to legitimate staffing, financial, regulatory or academic reasons.

Examples of why we may need to make changes to content include:

  • changes to the law or regulatory requirements
  • industrial action
  • departure of key personnel
  • changes in government policy

Fees are correct at the time of entering/printing information, but may be subject to change. The College cannot accept legal or financial liability as a result of any such changes.

Changes to courses may include:

  • variations to the content/modules and delivery method for course programmes
  • the cancellation, removal or discontinuation of course programmes due to lack of demand, obsolescence or changes to curriculum
  • the merger or combining of programmes or courses
  • the withdrawal or reduction of funding

Reporting Errors

The College cannot guarantee that the use of this website will be uninterrupted or error free. If you do encounter problems please report them by contacting our Web Team.

Viruses

Although every effort is made ensure that this website is virus free, it is the responsibility of the end user to check for viruses before downloading any content.

Third party Websites

Colchester Institute cannot accept responsibility for the content of third party websites which we have linked to; these links are provided solely for your convenience.

Copyright

This website and its contents (design, images, text, etc) are the property of Colchester Institute unless stated otherwise. You may not download, retain or copy website content other than for personal, non-commercial use.

Although Colchester Institute takes all reasonable steps to ensure that the content on this website is accurate it is for guidance only and does not form any part of any contract. It is the responsibility of the user to check the accuracy of relevant information before entering into any type of commitment.

Statistical Data Collection

The College collects statistical data about visitors to this site which is used to monitor web page popularity and the overall effectiveness of the website; this sometimes involves placing small amounts of information on your device (computer, mobile phone, etc.). These include small files known as cookies.

We also do this for security and in order to detect and prevent abuse. The data collected includes information on browser type, operating system, page visits, geographic data and clicks through to other websites.

This data is totally anonymous and cannot be traced to an individual in any way by us. Data collected is only used to help us understand how the website is used so that we can improve how our website works and its user experience. The information collected does not contain any personal information and will not identify individual users.

The software we use to collect statistical data is Google Analytics, you can read more about how Google uses the data it collects or download the ‘Google Analytics Opt-out Browser Add-on’ to control data collection. The anonymous data is stored safely and securely, is only available to Colchester Institute and will only be viewed by us or our approved website developers when required.

Colchester Institute uses cookies with Google to show adverts on sites on the internet, based upon your previous interactions with the College’s website. To opt out of customized Google Display Network ads, please click here.

To find out more about how Google uses any data it collects please visit //www.google.com/privacy_ads.html. Any information collected is used only for remarketing purposes and will not be used for any other purpose.

What Are Cookies

This website uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or ‘break’ certain elements of the sites functionality.

For more general information on cookies see Information Commissioner’s Office page at: ico.org.uk/for-the-public/online/cookies/

How We Use Cookies

We use cookies for the reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore it is recommended that you do not disable cookies

The Cookies We Set

Cookies Name(s) Description
WordPress Session
PHPSESSID
wordpress_test_cookie
wp-<name of setting>
wordpress_logged_in_<unique id>
wordpress_sec_<unique id>
We use WordPress as our content management system which uses cookies for authentication. That means that in order to log in to your website, you must have cookies enabled in your browser.

Information about the cookies wordpress sets can be found at: codex.wordpress.org/WordPress_Cookies

 Jetpack comment_author_
comment_author_email_
comment_author_url_
akm_mobile
jetpack_comments_subscribe_
jetpack_blog_subscribe_
jetpackstate
jpp_math_pass
jetpack_sso_redirect_to
jetpack_sso_remember_me
stnojs
Jetpack extend wordpress features which we have turned on. The cookies are only set when a user interacts with one of these.

Information about the cookies used by Jetpack can be found at: jetpack.com/support/cookies/

Cookie Notice cookie_notice_accepted A cookie to hide the the cookie notice notifcation after accepting it.
Timely’s WordPress Core Calendar ai1ec_<setting> Cookies are only set when a user interacts with the event calendar settings.
Ninja Forms NF_WP_<setting> Cookies are only set when a user interacts with one of our contact forms.

Third Party Cookies

Cookies Name(s) Description
Google Analytics  _ga
_gid
_gat
AMP_TOKEN
_gac_<property-id>
__utma
__utmt
__utmb
__utmc
__utmz
__utmv
__utmx
__utmxx
_gaexp
Google Analytics is a simple, easy-to-use tool that helps website owners measure how users interact with website content. As a user navigates between web pages, Google Analytics provides website owners information about the page a user has seen, for example the URL of the page. The Google Analytics JavaScript libraries use HTTP Cookies to “remember” what a user has done on previous pages / interactions with the website.

If you want to opt out, download and install the add-on for your web browser: tools.google.com/dlpage/gaoptout/

Cookies expire after 2 years.

More infomation about the cookies set by Google Analytics can be found at: developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

DoubleClick

Google AdWords

Google AdSense

test_cookie
IDE
__gads
_gali
The Google AdSense service we use to serve our advertising on other websites and Google uses a DoubleClick cookie to limit the number of times that a given ad is shown to you.

Cookies expire after 2 years.

More information about the cookies and how to opt-out can be found at: support.google.com/adsense/answer/2839090

Google

Google Cloud

Google Maps

NID The NID cookie contains a unique ID which Google sets to remember your preferences and other information on Google websites/services.

This can used to personalise how you view Google Maps and other Google services that we use on our website.

More information can be found at: www.google.com/policies/technologies/types/

Duo duo_wordpress_auth_cookie
duo_secure_wordpress_auth_cookie
Duo is a third party two-factor authentication that we used for access to the website control panel.

Controlling Information About You

When you fill in a form or provide your details on our website, you may see one or more tick boxes allowing you to:

  • opt in to receive marketing communications from us by e-mail, telephone, text message or post
  • opt in to receive marketing from our sponsors, third party partners by e-mail telephone, text message or post.

If you have agreed that we can use your information for marketing purposes, you can change your mind easily, via one of these methods:

  • send an e-mail to marketing@colchester.ac.uk
  • write to us – Marketing Manager, Colchester Institute, Sheepen Road, Colchester, Essex CO3 3LL

We will not lease, distribute or sell your personal information to third parties unless we have your permission or the law requires us to.

Links From Our Site

Our website may contain links to other websites. Please note that we have no control of websites outside of www.gateshead.ac.uk. If you provide information to a website to which we link, we are not responsible for its protection and privacy. You are advised to read the privacy policy or statement of other websites prior to using them.

People who use our services

We hold the details you provide us with in order to deliver programmes of study, Apprenticeships, workforce development programmes and other services which meet your specific needs.

We only use these details to provide the service you have requested and for other closely related purposes. For example, we might use information about people who have enquired about a course to carry out a survey to find out if they are happy with the level of service they have received or we might use information about an employer offering a student work experience to contact them about a new Apprenticeship scheme or grant.

You are able to request that we stop contacting you at any time.

People who use our commercial services

If you are a customer of a commercial operations of the College eg CH&FS Restaurants, Salons, Refectories and Minories Galleries, the information you provide us to enable us to deliver that service will only be held and used for that purpose or for other closely related purposes eg we might use information about people who use the Hair Salons to send out offers about the Beauty Therapy Services.

People who request information from us

If you request information from us by letter, telephone, email, submitting an enquiry card or from a sales appointment, we will make a record of that enquiry and will use the information you give us to provide you with a response. We will only use the information for these purposes and to provide a follow up service to ensure that we provided you with what you asked for.

You are able to request that we stop contacting you at any time.

Any emails sent to us, including attachments, may be monitored. Please be aware that you have a responsibility to ensure that any email you send us is in the bounds of the law.

Accessing Your Own Personal Information

You have the right to ask for a copy of any of your personal information held by Colchester Institute. You can make a ‘subject access request’ under the Data Protection Act 1998.

To make a request contact one of the College’s data controllers:

Student Records

Julie Cox, Director of Funding and Information

Email:  julie.cox@colchester.ac.uk

Post: Colchester Institute, Sheepen Road, Colchester, Essex CO3 3LL

Employee Records

Joanne Dickman, Human Resources Manager

Email: joanne.dickman@colchester.ac.uk

Post: Colchester Institute, Sheepen Road, Colchester, Essex CO3 3LL

Complaints or Queries

If you have any questions about our collection and use of personal data please contact us. We are happy to provide additional information if it is required.

Changes to This Privacy Notice

We will keep this Privacy Notice under regular review and reserve the right to change it as necessary from time-to-time or if required by law. Any changes will be immediately posted on the website.