UAL Short Courses Ltd Privacy Statement

What we need

UAL Short Courses Ltd is the ‘Data Controller’ of the personal data that you provide to us. We collect basic personal data about you including name, salutation, address, telephone, email, nationality, date of birth, next of kin and passport information if you’re travelling from overseas. We will also create personal data in relation to your participation in the course, such as tuition notes, marking, attendance records etc.

Why we need it

We need to collect and create personal data about you in order to fulfil our contract of services with you in line with our standard booking terms and conditions. We use this information to provide your course and support your studies and welfare, to verify your identity, maintain contact with you (by post, email and phone), offer additional related services and information, monitor and enforce the conditions of our agreement with you, to manage payments, for credit scoring and assessment, debt tracing, to manage your use of facilities (e.g. IT, libraries) and participation at events, to support disciplinary, complaint, and quality assurance processes and arrangements, to fulfil our legal obligations, for internal and external auditing purposes and - in anonymised form - to report on our activities and monitor diversity. We will also store the details of the emergency contacts you have provided in case we need to contact them. This will be processed under GDPR legal basis 6(1)b ‘necessary for the performance of a contract’.

CCTV images, card access data and data recording your interaction with UAL IT systems (including wifi and UAL email) are used under our legitimate interests (GDPR Art. 6(1)f) to maintain the security of the University, its staff and students. In exceptional circumstances we may need to analyse your content to help us detect abuse such as spam, malware, and illegal activity.

For sponsored students from outside the UK, we are required to keep a copy of the passport, visa or biometric residence permit and date of entry to comply with UKVI regulations. This is processed under GDPR legal basis 6(1)c ‘legal obligation’.

If you wish to book onto an Online short course, you will be required to use our Virtual learning environment (VLE), Catalyst (Moodle) e-portfolio service. In the VLE your assignments and course discussions will only be shared with other students on your course. You may also voluntarily share your personal data (such as a profile picture, or biography) but this is under your own control and you are not required to do this. If you do, this will be visible to all other UALSC/UAL students and staff so please do not share any information you do not want public. We do not process this information in any way and will remove it from our servers once your VLE access has expired.

If you are currently under the age of 13 we may share information about you with your parent/guardian. After you turn 13, we will only share this information with your permission.

Sharing

All our processing is within the UK, EU or adequate countries unless otherwise mentioned here. Information provided by you in conjunction with our application based programmes including but not restricted to Preparation type courses are processed by our staff in the UK but shared with our third party data processor based outside of the EU namely Survey Monkey operating under the UK Extension to the EU-U.S. Data Privacy Framework.

How long we keep it

We keep all your personal data related to the delivery of the course for a minimum of 6 years from the end of your time with us after which time it is deleted from our systems as well as third party provider’s systems.

We are required to retain specified documents for students under Student route until one year after the end of sponsorship or – if earlier - the date on which a compliance officer has examined and approved them. This is in accordance with Appendix D of the Student Sponsor Guidance provided by the Home Office.

What are your rights?

Please refer to our general privacy information webpage to learn more about your rights.