The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. The Data Protection policy is available to view on our website, or can be obtained in a paper version by contacting our reception.
This privacy notice tells you what to expect when Guildford College Group collects personal information. It covers why we collect personal information, how we use it and how we keep it secure. It applies to information we collect about:
- Visitors to our website
- People who register to attend, or attend, one of the events run by the College
- People who enquire about courses at the College
- People who apply for courses
- People who phone the main college reception
We may change this policy from time to time, so please check this page occasionally to ensure you're still happy with the policy. By using the website, you're agreeing to the terms within this policy.
We are committed to preserving the privacy of all visitors to our website and do not disclose personal data of our users to third-parties.
Who are we?
See About The Group
How do we collect information from you?
- Google Analytics
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. Data collected through Google Analytics at a user or event level (i.e. is associated with cookies or user identifiers) is retained for a maximum of 26 months, after which time it is deleted.
- Site search
Search terms used on our website are collected and processed anonymously to help improve our website and search functionality.
- Event registrations
When you register for, or attend, one of our events we will ask you to complete some basic information regarding your name, contact details, subject area(s) you are interested in studying and the level of study (full-time, undergraduate, apprenticeships or part-time). You may also be asked about your current situation, including school/college currently attending and likely year of entry.
This data is collected to ensure we can provide you with the information that you may need to study with us, and improve the advice that we provide you with, as well as understand the geographic reach that we have as an educational provider. At the time of requesting the information your consent to process this data will be sought. This data will be held for a maximum of three years, or until the expected year of entry to the College (as determined by the information submitted and your date of birth) has passed.
Third-party service, EventBrite is sometimes used for collection of information relating to events and expressions of interest.
- Course enquiries
When you enquiry about a course, or request a prospectus, we will ask you for some basic information relating to your name, address, level of study and the subject areas you are interested in. You may also be asked to provide some information about where you are currently studying and when you are looking to join us, as well as how you heard about the College. This data is collected to help us provide you with the best possible service and refine our marketing channels. At the time of requesting this information your consent to process the data will be sought. This data will be held for a maximum of three years, or until the expected year of entry to the College (as determined by the information submitted and your date of birth) has passed.
- Course applications
We will use your personal information to provide you with the services, products or information you have requested and for administration purposes. If your application is successful and you enrol with us; this personal information will be passed to the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeship, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.
Your information may be shared with third parties for education, training, employment and well-being related purposes, including research. This will only take place where the law allows it and the sharing is in compliance with data protection legislation.
The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.
Used for collection of information relating to our products and services e.g. prospectuses, expressions of interest. When collecting personal information through the website, we are likely to ask for details such as your name, contact details. This data will be held for a maximum of three years.
- Phone calls
To maintain customer service standards, and assist in staff training, we may record and monitor incoming telephone calls. The information you supply will enable us to assist you with your enquiry and provide you with the best possible service. It could also enable us to contact you, where necessary, to follow up any questions you may have.
- Social media
If you participate in any discussion on our social media platforms, you may provide us with information such as your name and address, email or phone number.
Where do we store data?
Data will be stored in a range of different places, including the student information management systems, on paper in stored secure places, or on electronic documents within a secure network.
Who has access to data?
Your information may be shared internally, including with any staff who need the data to provide services to the learner. This will include special categories of data where appropriate.
We would like to send you information about our range of courses, and other services that we offer, which we feel may be of interest to you. If you have consented to receive promotional information from us, you may opt out at a later date.
You have a right at any time to stop us from contacting you for marketing purposes or giving your information to other members of the Guildford College Group. If you no longer wish to be contacted for marketing purposes, please email us
We will not share your information for marketing purposes with third-party organisations outside of the Guildford College Group.
Access to your information and correction
Under data protection legislation the data subject (you) have the right to request access to information we hold about you. To make a request for your personal information contact the Data Controller.
You have the right to:
- Object to processing of personal data that is likely to cause, or is causing, damage or distress
- Prevent processing for the purposes of direct marketing
- In certain circumstances, have inaccurate information rectified, blocked, erased or destroyed
- Claim compensation for damages caused by breach of the Data Protection regulations
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
Like many websites, we also obtain certain types of information when your web browser accesses our websites, or advertisements and other content served by or on behalf of Guildford College Group on other websites. This information is used to provide measurement services and target advertisements.
For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result. More information about the cookies we use on our website is available in our Cookies Policy.
If our business enters in to a joint venture with, or is sold to, or merged with another business entity your information may be disclosed to our new business partners or owners.
How to contact us
- by email
- by writing to Guildford College Group, Stoke Road, Guildford, Surrey, GU1 1EZ, United Kingdom