Privacy Statement for Students of Ashfield College, part of The City Education Group (CEG)

We at Ashfield College (part of The City Education Group) respect your privacy. We will handle your personal information in compliance with all relevant laws and regulations. All details gathered, collated, stored and processed throughout  a student’s time in Ashfield College are done so in accordance with appropriate Data Protection and GDPR legislation. The information gathered is held in the strictest confidence by the College.

What Personal Information Do We Collect?

We collect personal information on students and parents/guardians including their name, date of birth, contact details and matters directly relevant to their course. We also track academic progress. Some courses require City Education Group to record a student’s PPS number for registering results with examining bodies. The provision of personal information is required in order for the College to assess the requirements of a student and to fulfil the school’s duty of care. It is also required in order to communicate with the State Examinations Commission (SEC), the Central Applications Office (CA), or to complete Disability Access Rote to Education (DARE) Applications on behalf of the student. Financial information may also be recorded to take payment.

Special Categories of Personal Data

We may record some special categories of personal data. This we get directly from the student and/or parent/guardian. We will treat this information as confidential and only disclose this to the relevant staff and other bodies as required.

Special Categories

The City Education Group will not require students to provide information that is regarded as a special category of personal data under Article 9 of the General Data Protection Regulation. However, some students/parents/guardians may volunteer this information. For example, students/parents/guardians may advise us of health issues so that an accommodation can be provided regarding exams. Or dietary requirements for religious reasons.

Garda Vetting

Some of our courses require us to assist the student in gaining a Garda Vetting Certificate. We will retain these certificates for not longer than the student is on the relevant work placement. This information shall only be provided directly to the student.

Visas

We assist some students in gaining visas and in some cases we have an obligation to provide their attendance records to the Irish Naturalisation and Immigration Service. This is particularly relevant to Oscars International English Language students from outside the EU.

CCTV

CCTV footage is captured and stored in some of our buildings. We will provide the Gardaí with this footage on their request if they advise us that they are investigating criminality, or we suspect criminality. Footage is typically kept for 30 days before it is automatically deleted.

Direct Marketing

Students/parents/guardians may at any time request that we stop contacting you with marketing information. We will of course do so.

Cookies

The student web portal uses cookies. These allow us to remember which pages have already been visited and to improve that service.

We do not track you on our website for marketing, performance or profiling purposes.

Access and Rectification and Deletion

You have certain rights under GDPR to obtain a copy of the data we hold on you. If you become aware of any inaccuracy in the personal data you have supplied to us or that we hold on you, please let us know and we will update our records accordingly. We will delete information we hold on you on request, except that which we must keep in accordance with the law or relevant regulations. We will periodically delete portions of your data as necessary. However, we may retain some of your details indefinitely, including basic details about you, the course you completed, and whether you passed. We do this as a service to you should you want a copy certificate issued later; or, at your request, to confirm to a potential employer that you successfully completed the course.

By submitting an Application Form to Ashfield College you are confirming that you wish to apply for a place at Ashfield College and you are agreeing that Ashfield College can contact you about our full-time school programmes using the contact details you provide in this form.  You will be able to withdraw your consent to contact at any time by sending a request to unsubscribe from contact to info@ashfieldcollege.ie. The Application Form, whether soft or hard copy, will be destroyed by the College once the student has completed their course of study and it is no longer necessary for the College to act on the student’s behalf with the State Examinations Commission and/or any other State body.

Please email mydata.rights@citycolleges.ie with your request.

Security

The City Education Group take appropriate physical and security measures, including staff awareness training to maintain the security of personal data supplied to us and we review these measures regularly.

We partner and purchase our software and services from market leaders in their field, to further ensure the security of your data. As a result, some of your data may be stored on the cloud. However, we remain the controller of that data.