College of Ayurveda & Yoga Therapy UK (Ltd.) Privacy Notice for Students Notice about how we use your personal information 

We are the data controller of personal information about you. We are: College of Ayurveda & Yoga Therapy UK (Ltd.). Our address is: 20 Annes Grove, Great Linford, Milton Keynes, Buckinghamshire MK14 5DR. 

Our Data Protection Officer is Ione Ashmore. If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer at ioneashmore@ayurvedacollege.org. 

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018. 

Admissions and Support

• The information that you give us 

As part of your admission to the College we may collect your personal details including: name, address, date of birth, email address, telephone numbers, employment related data, dates of attendance, exam/test results, religion, ethnicity, health information, doctor’s details, behaviour record, gender-related information, career status or special educational needs / additional learning support details. This list is not exhaustive but is indicative of the type of information we wish to gather from you.

• How we use your personal information 

We will use your information to manage and administer your education. This will include putting together class lists, for sending event invitations, for communicating with you, for dealing with admissions, for putting together reports and registers, to check entrance exam results, to allocate you support, and to the correct classes for assessments, to make arrangements for exams or visits, to consider whether to offer places to students, to evaluate whether additional funding support can be provided to consider whether special provision or assistance is required for exams and visits and to be able to tell other colleges your attendance dates if you leave. 

• The legal basis on which we collect and use your personal information
Generally, the information is processed as part of our public interest task of providing education to you. 

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so. 

• How long we keep your personal information 

We will keep your general personal information for a period of 7 years after which it will be destroyed. Your academic information will then be assigned to your College ID and held on our systems indefinitely.

• How we share your personal information
We may share the personal information that you give us with the following organisations (or 

types of organisation) for the following purposes. Organisation / type of organisation: 

•      Your current educational establishment

o  To enable an accelerated entrance into Year 2 of the College of Ayurveda. 

•      Public sector agencies (police, social services) 

o  To fulfil our safeguarding duty 

o  The prevention or detection of crime 

o  The capture or prosecution of offenders 

 

We may also share your personal information with third parties who provide services to the College. 

•      Student Card Issuers (Think Tree, NUS etc.) to verify your student status

• How we transfer your personal information outside Europe

We do not store or transfer your personal data outside Europe. 

• Your rights over your personal information. 

You have a number of rights over the way that your personal information is processed and used. You have the right to access your information, the right to rectify any errors, the right to be forgotten, the right to restrict processing of your data, the right to data portability, the right to object and rights in relation to automated decision making. Please refer to the College’s Rights of Individual Policy for further details. 

Administration

• The information that you give us 

As part of our administration of the College we may collect your personal details including: name, address, date of birth, email address, telephone numbers, employment related data, dates of attendance, exam/test results, religion, ethnicity, health information, doctor’s details, behaviour record, gender-related information, career status or special educational needs / additional learning support details. This list is not exhaustive but is indicative of the type of information we wish to gather from you.

• How we use your personal information 

We will use your information to manage and administer your education. This will include information for making registers, class lists, trip lists, communications, reports, and to identify students who cannot be used for marketing photos. 

• The legal basis on which we collect and use your personal information
Generally, the information is processed as part of our public interest task of providing education to you. 

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so. 

• How long we keep your personal information 

We will keep your general personal information for a period of 7 years after you leave the College of Ayurveda which it will be destroyed. Your academic information will then be assigned to your College ID and held on our systems indefinitely.

• How we share your personal information
We may share the personal information that you give us with the following organisations (or 

types of organisation) for the following purposes. Organisation / type of organisation: 

•      Your current educational establishment

o  To enable an accelerated entrance into Year 2 of the College of Ayurveda. 

•      Public sector agencies (police, social services) 

o  To fulfil our safeguarding duty 

o  The prevention or detection of crime 

o  The capture or prosecution of offenders 

We may also share your personal information with third parties who provide services to the College. 

•      Student Card Issuers (Think Tree, NUS etc.) to verify your student status 

• How we transfer your personal information outside Europe We do not store or transfer your personal data outside Europe. 

• Your rights over your personal information. 

You have a number of rights over the way that your personal information is processed and used. You have the right to access your information, the right to rectify any errors, the right to be forgotten, the right to restrict processing of your data, the right to data portability, the right to object and rights in relation to automated decision making. Please refer to the College’s Rights of Individual Policy for further details. 

Finance 

• The information that you give us 

In order to manage the financial affairs of the College we collect and hold the following information about you: contact information, bank details where necessary, course information.

• The uses made of your personal information 

We will use your information to ensure your place is appropriately funded, receive payment from you, to make payments to our subcontracting partners, to make payments to suppliers (i.e. for trips, accommodation). 

The legal basis on which we collect and use your personal information 

Generally, the information is processed as part of our public interest task of providing education to you. 

Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so. 

• How long we keep your personal information
We will keep your general personal information for a period of 7 years after you leave the College of Ayurveda which it will be destroyed.

• How we share your personal information
We may share the personal information that you give us with the following organisations (or types 

of organisation) for the following purposes. 

Organisation / type of organisation: 

•      Auditors

o  In order to provide audit evidence. Auditors will hold your information securely and treat it as confidential. 

• How we transfer your personal information outside Europe We do not store or transfer your personal data outside Europe. 

• Your rights over your personal information. 

You have a number of rights over the way that your personal information is processed and used. You have the right to access your information, the right to rectify any errors, the right to be forgotten, the right to restrict processing of your data, the right to data portability, the right to object and rights in relation to automated decision making. Please refer to the College’s Rights of Individual Policy for further details. 

Teaching and Learning

• The information that you give us 

As part of the delivery of our courses to you, our staff will collect (e.g. for marking purposes), the work that you create as well as information on your progression and achievement whilst on your course. In addition, when you use the IT systems we provide you with access to, we will process the data you input. 

• The uses made of your personal information
We will use your information for the purposes of teaching you and measuring your progress and achievements. 

• The legal basis on which we collect and use your personal information
Generally, the information is processed as part of our public interest task of providing education to you. 

• How long we keep your personal information 

We will keep your general personal information for a period of 7 years after which it will be destroyed. Your academic information will then be assigned to your College ID and held on our systems indefinitely.

• How we share your personal information
We may share the personal information that you give us with the following organisations (or types 

of organisation) for the following purposes. Organisation / type of organisation: 

•      Public sector agencies (police, social services)

o  To fulfil our safeguarding duty

o  The prevention or detection of crime

o  The capture or prosecution of offenders 

We may also share your personal information with third parties who provide services to the College. Organisation / type of organisation: 

•      Moderators

o  To insure that the College is maintaining a high level of standards

How we transfer your personal information outside Europe 

We do not store or transfer your personal data outside Europe. All papers to be moderated will have all identifying information removed. 

• Your rights over your personal information. 

You have a number of rights over the way that your personal information is processed and used. You have the right to access your information, the right to rectify any errors, the right to be forgotten, the right to restrict processing of your data, the right to data portability, the right to object and rights in relation to automated decision making. Please refer to the College’s Rights of Individual Policy for further details. 

Alumni

• The information that you give us 

To maintain our Alumni network we collect and hold the following information about you: name, address, date of birth, destination information as well as courses studied at the College and your study related information at the College (e.g. attendance, achievement). 

• How we use your personal information 

We will use your information to manage and administer our Alumni network. This will include keeping you informed about news and events at the College, engagement opportunities with the College or further study options at the College. 

• The legal basis on which we collect and use your personal information 

Generally, the information is processed on the basis of your consent.

• How long we keep your personal information 

We will hold your information for a period of no longer than five years at the end of which you will be contacted to review your consent. If at any time you wish to change your preferences or stop receiving messages from City of Bristol College, you can do so by contacting ioneashmore@ayurvedacollege.org

• How we share your personal information 

We do not share your information

• How we transfer your personal information outside Europe We do not store or transfer your personal data outside Europe. 

• Your rights over your personal information. 

You have a number of rights over the way that your personal information is processed and used. You have the right to access your information, the right to rectify any errors, the right to be forgotten, the right to restrict processing of your data, the right to data portability, the right to object and rights in relation to automated decision making. Please refer to the College’s Rights of Individual Policy for further details. 

Marketing

• The information that you give us 

For marketing purposes we collect: names, addresses, dates of birth, email addresses, former school information, study information, photographs, videos and statements/testimonials. 

• How we use your personal information 

We will use your information to: 

·      analyse the effectiveness of our recruitment

·      conduct market research

·      use in college marketing and promotional campaigns (e.g. advertising, prospectuses, website,

·      general displays around the College)

·      press releases and other local or national media related activities

·      show courses or facilities and activities or to give a general idea of what it might be like to come to the College of Ayurveda & Yoga Therapy UK

·      inform you about learning and wider engagement opportunities (e.g. open events) 


• The legal basis on which we collect and use your personal information 

Where you have previously studied at the College or commenced an application process with us before, then we will send you information about the courses we provide on the basis of our legitimate business interests. In doing so, we will comply with the requirements of the “soft opt in” and offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages (by way of own unsubscribe). 

Any other marketing we carry out will be on the basis of consent. 

• How long we keep your personal information 

We will hold your information for a period of no longer than five years at the end of which you will be contacted to review your consent. If at any time you wish to change your preferences or stop receiving messages from the College, you can do so by contacting ioneashmore@ayurvedacollege.org. 

• How we share your personal information
We may share the personal information that you give us with the following organisations (or types 

of organisation) for the following purposes. Organisation / type of organisation: 

·      Email Providers

o   To keep in touch with you via email 

·      Partners (e.g. partner universities) 

    • To prepare joint marketing or communications campaigns

·      Media (your specific consent regarding this will be sought in advance; you will be provided with an opportunity to opt-out)

o   Press releases and journalist interviews 

• How we transfer your personal information outside Europe We do not store or transfer your personal data outside Europe. 

• Your rights over your personal information
You have a number of rights over your personal information, which are: 

• the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used – please refer to the ICO’s website for further information about this (https://ico.org.uk/); 

• the right to ask us what personal information about you we are holding and to have access to a copy of your personal information; 

  • the right to ask us to correct any errors in your personal information; 

  • the right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information; 

• the right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information; 

• the right, in certain circumstances, to ask us to review and explain our legitimate interests to you; and 

• the right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly-used, machine-readable format. 

CHANGES TO OUR PRIVACY POLICY 

We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be notified to you by email.