IICP College will keep a record of the details you provided on your application form, any supporting documents requested as part of your admission, and additional details provided by any referees and recorded following any interview process. Where your application does not proceed, your personal data is destroyed within 3 months. Where your application leads to your registration as a student, we will maintain records about your studies, and about your use of the academic and non academic facilities and services that we offer. This personal information will include data such as your name, home address, date of birth, course studied, fee payments, and information about your examinations, assessments and results.
Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between the College and the main student records system, MIT. Other than outlined below, access to your personal information is limited to College staff who have a legitimate interest in it for the purpose of carrying out their contractual duties, and our use of your personal information will not be excessive.
In addition to this, the College may process some information about you that is classed as ‘sensitive’ or ‘special category’ personal data, and which requires additional protections. This includes information concerning your ethnicity, sexual orientation, religious beliefs or health/disability that we use for course delivery, planning and monitoring purposes, or in order to provide care, help or suitable adjustments. For certain courses of study, other sensitive information may be processed, such as information about past criminal convictions, working with children or vulnerable adults, and your fitness to practise. Access to, and the sharing of, your ‘sensitive’ personal data are controlled very carefully. You will normally be given further details about our use of any such data when we collect it from you.
What is the purpose and legal basis of the processing?
The College will process your personal information for a range of contractual, statutory or public interest purposes, including the following:
- To deliver and administer your education, record the details of your studies (including any placements with external organisations), and determine/confirm your academic achievements, such as results.
- To administer the financial aspects of your relationship with us and any funders.
- To deliver IT facilities to you. Some of these IT services are specific to an educational context (e.g. the use of lecture capture facilities, anti-plagiarism software or online learning environments).
- To deliver facilities and services to you (e.g. libraries, academic support).
- To enable your participation at events (e.g. functions, graduation).
- To communicate effectively with you by post, email and phone, including the distribution of relevant newsletters and circulars.
- To operate security, governance, disciplinary, complaint, audit and quality assurance processes and arrangements. Note that information collected for a different purpose may be re-used for disciplinary purposes, including to identify you, where this is proportionate and necessary (e.g. IT logs showing your network/computer access and use).
- To support your training, safety, welfare and wellbeing requirements
- To compile statistics and conduct surveys and research for internal, statutory reporting, or public or legitimate interest purposes.
- To fulfil and monitor our statutory responsibilities, including equality and public safety legislation.
- To enable us to contact others in the event of an emergency. We will assume that you have checked with the individuals before you supply their contact details to us.
We consider the processing of your personal information for these purposes to be either necessary for the performance of our contractual obligations with you (e.g. to manage your education, student experience and welfare while studying at IICP College), or necessary for compliance with a legal obligation (e.g. reporting to QQI), or necessary for the performance of tasks we carry out in the public interest (e.g. teaching and placements), or necessary for the pursuit of the legitimate interests of the College or an external organisation (e.g. to enable your access to external services). We require you to provide us with any information we reasonably ask for to enable us to administer your student contract. If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. However, in the event that such withdrawal affects our ability to provide services to you (including the administration of any Courses) or comply with our legal obligations, you will be unable to remain registered as a learner with IICP and we may not be able to complete certain processes for you.
Who will my personal information be shared with?
As described above, your personal information is shared with relevant staff at IICP College as required. In addition, it is shared as permitted or required by law, on a considered and confidential basis, with a range of external organisations, including the following:
- QQI. IICP College provides to the Statutory Body, Qualifications and Quality Ireland, student details, assessment results and PPSN numbers. This is required in order to process examination results.
- Protection for Enrolled Learners. IICP College is part of the Higher Education Colleges Association (HECA) Protection for Enrolled Learners (PEL) scheme. Learners enrolled on a QQI course of more than 3 months duration are covered by arrangements under section 65 (4) of the Qualifications and Quality Assurance (Education and Training) Act 2012 whereby, in the event of IICP College ceasing to provide the programme for any reason, enrolled learners may transfer to a similar programme at another agreed provider, or, in the event that this is not practicable, the fees most recently paid will be refunded. In order to comply with GDPR, students must be aware that as part of the PEL Scheme you are giving permission for your personal data to be shared with QQI, Protecting Colleges and relevant HECA administration in the event of a PEL event / non-continuance of their programme.
- Student Management System. Every College keeps records about learners and is required by Data Protection regulations to inform learners about the personal data held. IICP College engages a student management system provider to provide Admissions Management, Payment Solutions, & Administrative Solutions. The provider does not store credit/debit card details; this data is handled by online payment processors. The types of personal data that are processed include: demographic data, payment records and academic records. The provider also holds communication records between the College and stakeholders, such as students, staff and examiners, as well as PPS numbers. The processing occurs for the purposes of providing education programmes. The PPS number is intended to be used for the purpose of accurately identifying the individual in the administration of public services and for QQI purposes. PPSN is part of a mandatory provision of data by the College to QQI.
- Department of Employment Affairs and Social Protection. Student data and PPSNs must be provided to the Department of Employment Affairs and Social Protection on request. This is required by S.I. No. 142/2007 – Social Welfare (Consolidated Claims, Payments and Control) Regulations 2007. Students who are receiving social welfare should ensure that they are aware of the requirements for notifying the Department, and of the impact on their social welfare payments, before they begin their programme of study.
- IT Support Provider. IICP College must have a reliable, sustainable IT infrastructure to ensure business related tasks are completed effectively and efficiently. This means that we have in place data backup and restore procedures to ensure business continuity. IICP College engages an external IT support provider to provide IT service desk assistance. This provider may have to access personal data when their expertise is required to resolve IT related issues. This provider may also hold communication records between the College and stakeholders (such as students, teachers, employers, examiners and PPS Numbers) as part of their data backup service. PPSNs are stored on the backup server to ensure that accurate returns can be made to QQI.
- The providers of training placements.
- External examiners and assessors, and external individuals involved in relevant College committees or procedures.
- On occasion and where necessary, the police and other law enforcement agencies.
On occasion, the above types of sharing may involve the transfer of your personal information outside the European Economic Area. Such transfers usually are necessary in order to meet our contractual obligations with you, and are carried out with appropriate safeguards in place.
How is my personal information used after I graduate?
After you graduate a core record of your results is retained indefinitely so that the details of your academic achievements can be confirmed. With your consent your personal contact details are retained for marketing purposes.