General Privacy Notice – Website users

Personal data, or personal information, means any information about an individual from which that person can be identified. In order to offer and provide you with the services on our website, we may collect, use, store and transfer different kinds of personal data about you. Depending on the circumstances of your case and the enquiry we are helping you with, this may include

  • Personal details (such as your name, contact details and email address) that you provide by registering with us, requesting a prospectus or submitting an enquiry via the website.
  • Your responses to surveys which we ask you to complete for research purposes
  • How you use the website and any other information you post, email or otherwise send to us.

We may also collect information, where available, about your IP address, operating system and browser type. This is data about users’ browsing actions and patterns. It is used to inform improvements to the website, for system administration, and to report aggregated, non-identifiable information to third parties.

We will also collect personal information about website usage through cookies.  Our website uses cookies to distinguish you from other users of the website. A cookie is a small file of letters and numbers that is stored on your device.

The cookies set may obtain information about you, your computer, your use of our website and your general internet usage.

For more information about our use of cookies see the cookie page.

The College also uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”) to understand how visitors engage with our website and so we can improve it. You can view Google’s Privacy Policy and find out how you can opt out of Google Analytics via your browser.

We may send you marketing emails or contact you via phone if you have given us permission to do so. For example, if you have registered an interest in attending one of our Open Evening events we may send you details of the upcoming event dates. Also, we may receive information that you have opened or clicked a link within an email we have sent you. This gives us an indication of what you find interesting and helps us make our communications better.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice.

If you do not want to receive marketing communications from us you can unsubscribe at any time using a link at the bottom of the email you receive, or email marketing@hsdc.ac.uk to be removed from our mailing lists.

There are a number of enquiry forms across our website. These messages and contact details you provide will be shared with relevant college staff members, enabling them to provide the information you have requested. This information may also be used to build an understanding of the information we need to provide to people on our website. Unless you have opted in to receive marketing communications the information submitted through enquiry forms will.

We will only use your personal data when the law allows us to do so. Where personal information is collected on HSDC’s website, for instance through a web form, users will be informed as to what information is being captured, why and who (if anyone) it will be shared with, via a Privacy Notice. Most commonly, we will use your personal data in the following circumstances:

  • to manage the web system and troubleshoot problems. This may include information collected via the College’s server logs including users’ IP addresses and the web pages visited
  • to help you with your enquiry
  • to comply with a legal or regulatory obligation
  • to enable us to provide you with a product, facility or service we offer, for example a programme of study

We will handle your personal data in accordance with the principles set out below:

Lawfulness, fairness and transparency
Personal Data shall be processed lawfully, fairly and in a transparent manner in relation to the data subject.

Purpose limitation
Personal Data shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Data minimisation
Personal Data shall be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy
Personal Data shall be accurate and, where necessary, kept up to date.

Storage limitation
Personal Data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.

Integrity and confidentiality
Personal Data shall be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Accountability principles
Personal Data shall be able to demonstrate compliance with the above.

We may have to share your personal data with the parties set out below for the purposes outlined above:

  • External third party service providers: there may be times when external organisations use your personal information as part of providing a service to us or as part of checking the quality of our service, such as our auditors;
  • Law enforcement or other government and regulatory agencies: we may be required by law to disclose certain information to the police or another relevant authority in circumstances e.g. where we think you or someone else is at serious risk of harm.

We may also receive requests from third parties with authority to obtain disclosure of personal data. We will only fulfil such requests where we are permitted to do so in accordance with applicable law or regulation.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes – we only permit them to process your personal data for specified purposes and in accordance with our instructions

We do our utmost to protect your privacy. Data Protection Legislation obliges us to follow security procedures regarding the storage and disclosure of personal information in order to avoid unauthorised loss or access. As such we have implemented security systems and procedures to protect information from unauthorised disclosure, misuse or destruction. We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and in accordance with HSDC Records Retention Schedule, these are available on request be emailing DataProtection@hsdc.ac.uk.

Under certain circumstances, you may have the following rights in relation to your personal data:

Right 1: A right to access personal data held by us about you.

Right 2: A right to require us to rectify any inaccurate personal data held by us about you.

Right 3: A right to require us to erase personal data held by us about you.  This right will only apply where, for example, we no longer need to use the personal data to achieve the purpose we collected it for; or where you withdraw your consent if we are using your personal data based on your consent; or where you object to the way we process your data (in line with Right 6 below).

Right 4: A right to restrict our processing of personal data held by us about you.  This right will only apply where, for example, you dispute the accuracy of the personal data held by us; or where you would have the right to require us to erase the personal data but would prefer that our processing is restricted instead; or where we no longer need to use the personal data to achieve the purpose we collected it for, but we require the data for the purposes of dealing with legal claims.

Right 5: A right to receive personal data, which you have provided to us, in a structured, commonly used and machine-readable format. You also have the right to require us to transfer this personal data to another organisation.

Right 6: A right to object to our processing of personal data held by us about you.

Right 7: A right to withdraw your consent, where we are relying on it to use your personal data.

Right 8: A right to ask us not to use information about you in a way that allows computers to make decisions about you and ask us to stop.

You also have 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/);

If you wish to exercise any of these rights, please contact Data Protection Officer using Dataprotection@hsdc.ac.uk or 02393 879 999.

The HSDC website contains links to and from the websites of third parties. This privacy notice applies to the HSDC website only so if you follow a link to other websites please note that these websites will have their own privacy policies and that we do not accept responsibility or liability for these policies. Please check these policies before you submit any personal data to these third-party websites.

Separate privacy notices are used whenever we collect personal information from you. They are available by selecting the appropriate link in the “Who are you” section.

Our Privacy Notice may be updated from time to time. Any updates will appear on this webpage. This notice was last updated in May 2018.

You can contact HSDC by telephoning 02393 879 999 or by writing to: South Downs, College Road, Waterlooville, Hampshire, PO7 8AA.

If you have any questions about our privacy notice, please contact the Data Protection Officer on DataProtection@hsdc.ac.uk  or 02393 879 999.

Need some help? Our advisors are here to help you

Contact us