Education Privacy Notice

Introduction

NIC-ICTU (Data Processor) values the relationships with all affiliate students, staff and stakeholders and this notice explains how NIC-ICTU collects, processes and manages your personal data. NIC-ICTU will process all personal data in compliance with the General Data Protection Regulations (GDPR) and the Data Protection Act 2018 for the purpose of providing you with a service you have requested and to meet our statutory obligations. We will never ask for information that is unnecessary to deliver this service.

The Data Protection Officer for NIC-ICTU is Gillian Allen

 

Lawful Basis

Personal Data

As a Trade Union Education provider our main lawful basis for processing your personal data are as follows:

  • Article 6.1 (b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract; e.g. attending trade union training, staff employment contracts, affiliate relationship with NIC-ICTU.
  • Article 6.1 (c) processing is necessary for compliance with a legal obligation to which the controller is subject; e.g. The Health and Safety at Work (Northern Ireland) Order 1978, Disability Discrimination Act 1995.
  • Article 6.1 (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. On behalf of the Department for the Economy (DfE), our role is provide you with quality education. e.g. The Further Education (Northern Ireland) Order 1997.
  • Article 6.1 (f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

 

On occasions we may be required to process your personal data for other reasons however we will only do so where a Lawful Basis applies.

 

Special Category Data

We are also required to collect, process and maintain special category data such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.

Where NIC-ICTU is required to process Special Category data, we will only do so where a lawful basis exists in Article 9 of GDPR or where appropriate, Schedule 1 and 2 of the Data Protection Act (2018).

  

Categories of Personal Data

Personal data and special category data captured may include:

  • Name
  • Date of birth
  • Contact details
  • Next of Kin
  • Religious Belief
  • Dependents
  • Ethnicity
  • Gender
  • Sexual Orientation
  • Marital Status
  • Employment Status
  • Educational Background i.e. grades
  • Political Opinion
  • Disabilities, learning difficulties, long term medical conditions

Information may be obtained directly from the individual, or in some cases from a third party organisation involved in the services provided by NIC-ICTU that has obtained the information in the first instance.

 

Purpose of Processing

NIC-ICTU holds the personal data and special category data of its students in order to implement and manage all services and processes relating to students, including; student recruitment, admission, registration, teaching and learning (including attendance, progress and achievement), examination, graduation, and other services such as student support and careers.

 

How do we Collect Personal Data?

We collect personal information about affiliate students through the initial application/enrolment stages from you, and manual forms e.g. S75 capture forms

 

Who will have access to my information, or who will you share it with?

We will share personal information with third parties where required to do so by law, where it is necessary to administer the working relationship with you or where there is a third party legitimate interest in doing so.

Information may be disclosed to external agencies to which we have obligations, for example Government Agencies and associated Statutory Bodies (e.g. Department for the Economy), FE Shared Services – Data Collection, Higher Education Statistics Agency, Funding Bodies, Employers who allow you time off work to attend your course, Examination Awarding Bodies, Trade Unions.

We require third party service providers to respect the security of your data and to treat it in accordance with the law.

 

Transfers to Countries Outside the EU

Transfer of personal data outside the European Union, to third countries or international organisations is restricted under GDPR regulations. Overseas sharing will be processed in accordance with Chapter V of GDPR.

 

Retention Period

We will only retain personal data for as long as necessary to fulfil the purpose we collected it for, for the purpose of satisfying any legal, accounting or reporting requirements. Information will be securely stored. NIC-ICTU will be guided by SERC in line with their FE Sector Retention and Disposal Schedule File (serc.ac.uk).

 

Data Subjects Rights

You have the right to:

  • To be informed about what we do with your information at point of data collection
  • Access your personal data that we process;
  • To rectify inaccuracies in personal data that we hold about you;
  • To be forgotten, that is your details to be removed from systems that we use to process your personal data
  • To restrict the processing of your personal data
  • To obtain a copy of your personal data in a commonly used electronic form
  • To object to certain processing of your personal data by us
  • To request that we stop sending you direct marketing communications
  • To withdraw consent – only where processing is based on consent

For additional information on exercising your rights, please contact our Data Protection Officer (details below)

The Right to Lodge a Complaint

If you are not happy with how your information is being processed by NIC-ICTU, contact the DPO:

Data Protection Officer
NIC-ICTU

45-47 Donegall St.

Belfast

BT1 2FG

 

Email: [email protected]

If you are dissatisfied with NIC-ICTU’s response, you have a right to complain to the Information Commissioners Office (ICO).

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113 ICO

website: https://www.ico.org.uk