This policy provides the guidance and definitions of the general privacy statements for Fareham College. The policy covers details regarding Visitors and Suppliers.

We are the data controller of personal information about you. We are: Fareham College, Our address is: Fareham College, Bishopsfield Road, Fareham, Hampshire, PO14 1NH.

Our Data Protection Officer is Richard Bryant. 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 dp@fareham.ac.uk.

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

This policy breaks down the following categories:

• a visitor to the College
• one of our suppliers

As a visitor or supplier you have certain rights, including how to get a copy of any data relating to you, how to get it corrected or deleted, and how to complain. These rights are set out in more detail below.

Please note that on occasions we may process “special categories” of information about you.  This is information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

As a visitor to the college the following information is taken and used by the college. To aid you in understanding what data we take and why, please review the details below.

As part of your visit to the College we store and use your personal details and information about your visit for the purposes of managing and operating the College.

We use CCTV at our buildings for the purposes of crime prevention, security and health and safety and, accordingly, will capture imagery of visitors to the College.

Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:

• We have a legitimate interest in wishing to interact with you to manage and operate effectively our College and to ensure that the College is safe and secure for all persons visiting; and
• We need to understand details of who is in the buildings and how we are able to communicate with them.

Where we are required by law to hold certain records, then we collect and hold those records to comply with that legal obligation.

By default, the college holds all records for 7 years.

By default, the college does not share information regarding its visitors with any third parties, however in certain circumstances we may have to share information with emergency and government services such as:

• Police Services
• Fire Services
• Ambulance Services
• Social Services

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

We do not make automated decisions using this information.

As a supplier to the college the following information is taken and used by the college. To aid you in understanding what data we take and why, please review the details below.

In order to engage and manage our suppliers, where you are a supplier (or where if it is a company, you are its representative) we collect and store your contact information and, where appropriate, your bank account details.

You may also be asked to provide details of your occupation and your CV.

In addition, where you visit a building we will collect and process the information set out in the Visiting the College section above.

Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:

• we have a legitimate interest in engaging and managing our suppliers; and
• to be able to do so, we need to hold details of who those suppliers are.

Where we are required by law to hold certain records for health and safety purposes, then we hold those records to comply with that statutory obligation.

Where we hold your bank account details, we do so on the basis that it is necessary for us to perform our contract with you.

The college retains personal data for a maximum of 7 years after business conclusion.

Financial data is stored for a maximum of 6 years after business conclusion.

We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.

• Names, Addresses, contact Email addresses, are shared with:
  • HMRC
    • Purpose: Auditing and Tax reviews
  • Other suppliers
    • Purpose: References,

The college uses a cloud hosted financial system. The hosted system is located within the UK and has been bought in line with ISO27001.

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

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

We do not make automated decisions using this personal data.

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

We keep our privacy policy under regular review and will update it from time to time to make sure it remains up-to-date and accurate.