Privacy Policy

Coleg Cambria Learner Privacy Notice 

Coleg Cambria is committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations.

This privacy notice is to let you know how Coleg Cambria collects and processes your personal information and who we share this data with. This includes what you tell us about yourself, what we learn by having you as a learner, and the choices you make about what information you want us to send you or share with others. Additionally, this notice sets out how we do this and provides information about your privacy rights and how data protection laws protect you.

Contact Us

Coleg Cambria is the data controller, and if you have any questions about this notice, data protection, or our handling of your personal information, please contact our Data Protection Officer at the following addresses:

Post: Coleg Cambria, Kelsterton Road, Connah’s Quay, Deeside CH5 4BR

Email: dpo@cambria.ac.uk

What information we collect, use, and why we collect it

We collect personal information throughout your student journey, from our application and enrolment processes (for example, through our paper and online application processes) to enable us to verify your identity, process your application, enrol you on a course, and provide ongoing administration until you complete your studies with us.

The types of information we collect

We may collect the following types of information about you during your studies, depending on the course and your individual needs:

• Information relating to your identity: name, previous names, contact information, email, date of birth, and gender.
• Next of kin and/or emergency contact details.
• National Insurance Number, nationality, and copies of identity documents (e.g., passport or national identity card) for government funding eligibility.
• Information about your current and future study choices.
• Academic history and current progress: predicted grades, qualifications, assessment scores, exam results, and dates of study.
• Employment information (if relevant to your studies).
• Special Educational Needs and Disabilities (SEND) or additional support information, and any personal circumstances related to your studies.
• First language, Welsh language levels, and preferences.
• Medical or health conditions, including any disability requiring reasonable adjustments.
• Criminal convictions (where applicable).
• Bank account details for payments related to your support programme.
• State benefits information to assess if fees can be reduced.
• Disciplinary, grievance procedures, or warnings issued to you.
• Equal opportunities monitoring: ethnic origin, sexual orientation, health, and religion or belief.
• Welfare information: family/home life circumstances and history.
• Photographs.
  Attendance and reasons for absence data.
• Account access information.
  Exam results, qualifications, and progress reports.
• Complaints or compliments, and exclusion/suspension records.
• Witness statements, contact details, records, and reports.
• Video and audio recordings of public and student access areas (e.g., entrances, corridors, canteens)
• IP addresses and website usage data.alumni records.

How we collect your information

We collect and use your information for the following purposes:

• Your education and welfare: To provide teaching, learning services, and academic support.
• Disciplinary investigations: To prevent, detect, investigate, or prosecute crimes.
• Dealing with queries or complaints: To handle any concerns or complaints you raise.
• Information updates or marketing purposes: To send relevant information about courses, services, and events (with your consent).
• To comply with legal requirements: To meet obligations related to safeguarding, health and safety, or crime prevention.

Profiling and Automated Decision-Making

Coleg Cambria does not carry out any automated decision-making that has a legal or significant effect on you. Automated decision-making occurs when an electronic system uses personal information to make decisions without human intervention.
However, we may use profiling to support your educational experience, but this is not used to make any final decisions about your progression or assessment. Profiling may involve analysing data such as attendance, academic performance, additional learning needs assessments, or engagement with learning materials to tailor support services, improve learning outcomes, or identify at-risk students.

Any profiling we undertake is always reviewed by a member of staff to ensure the results are appropriate and accurate. You have the right to object to any profiling and to request that a person reviews any decisions made in this way.

If you have any concerns about profiling or how your data is used, please contact us at dpo@cambria.ac.uk

How we use AI

Coleg Cambria uses Artificial Intelligence (AI) tools to enhance various aspects of your learning experience and support services. These tools are used to assist staff in providing high-quality education and personalised learning, but they do not make final decisions regarding your assessments or academic progression without human oversight. The AI tools are used for purposes that may include, but are not limited to:

• Marking: AI may assist in the initial stages of assessing student work to identify areas for improvement, though final grades and feedback are always provided by a human tutor.
• Feedback: AI tools may offer instant, personalised feedback on assignments, helping students to improve in real-time.
• Moderation: AI can help ensure consistency in marking across different subjects and courses.
• Self-evaluation and improvement: AI provides tools for students to assess their own performance and identify areas for self-improvement.
• Quality assurance: AI helps to monitor and maintain high educational standards by analysing student data and feedback.
• Differentiation: AI supports tailored teaching strategies, allowing for personalised learning experiences that meet individual student needs.
• Personalised teaching and learning: AI assists in delivering customised content and support based on individual progress and learning styles.
• Progress tracking: AI tools help monitor academic progress and alert staff to any students who may need additional support.
• Data analysis and forecasting: AI aids in analysing large datasets to predict trends, such as future student performance or retention risks.
• AI Self-Assessment Report Assistant: AI supports staff in generating reports and identifying key areas for institutional improvement.
• Live translation: AI offers real-time translation services to support non-native speakers during lessons or communication.
• Student services support: AI assists in delivering student services more efficiently, including answering common queries.
• Enrolment support: AI tools help streamline the enrolment process, ensuring a smoother experience for students.
• Intervention analysis: AI helps identify students who may benefit from additional interventions based on performance and engagement.
• Sentiment analysis: AI analyses student feedback to gauge overall sentiment and satisfaction with the course or services provided.

While AI may be used for profiling to assist with tracking progress, personalising learning, and identifying at-risk students, it is important to note that AI does not perform any automated decision-making that has a legal or significant effect on you. Any profiling conducted using AI is always reviewed by staff members to ensure the results are accurate, appropriate, and fair.

Your Rights:

• You have the right to:
  Object to profiling: You can request not to be subject to profiling that significantly impacts you.
• Human intervention: You may request that any decisions related to your academic progress or support that involve profiling or AI are reviewed by a staff member.

If you have any concerns or wish to exercise your rights, please contact our Data Protection Officer at dpo@cambria.ac.uk

Children’s Privacy

If you are under the age of 18, we take extra care to ensure that you understand how we handle your personal information. We may use simplified language or additional guidance to help you understand your rights and the ways your data is used.

How we collect your information

We may collect information about you in several ways:

• From the information you provide when you apply or enrol in a programme via application forms.
• When you communicate with us by telephone, email, or in person.
• From other organisations such as the Learner Records Service, your previous school, awarding bodies, or sponsors/employers supporting your studies.
• Through website and app usage data, including cookies, IP addresses, and other tracking technologies.
• Through CCTV recordings and other security systems.

Sharing your information with others

For the purposes referred to in this notice, we may share your data with:

• Government departments and agencies (e.g., Department for Education).
• Your employer (if they sponsor your studies).
• Parents/guardians, and/or nominated next of kin persons. (for students under 18) or with your consent)
• Awarding bodies for your qualifications.
• IT and data processors (e.g., AI service providers, website analytics providers).
• Crime prevention or detection agencies (e.g., police).
• Third-party contractors (e.g., IT security, external printing).
• Learner Records Service for your Unique Learner Number (ULN) and Personal Learning Record.
• External auditors, survey providers, and health agencies