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How we may use your personal information

Nexus ICA is committed to protecting your personal information and being clear about what information we hold about you and how we use it. This privacy policy tells you what to expect when Nexus ICA collects personal information. It applies to information we collect about:

  • students (prospective, current and former)
  • staff (prospective, current and former)
  • visitors to our website, blog readers and recipients of our email updates
  • members of the public or stakeholders that we engage with
  • people who raise a complaint, have a query or make a request under information access legislation (Freedom of Information Act, Environmental Information Regulations, Data Protection subject access request)
  • visitors to our premises and onsite contractors.

Request more information

This privacy notice does not provide exhaustive detail of all aspects of Nexus ICA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. If you would like to request information about our privacy policies you can email us or write to:

Private and confidential

Data Champion

Nexus ICA

71 Albany Road

Coventry

CV5 6JR

How we protect the personal information we hold

Some of the data we hold is sensitive personal data as defined by Data Protection legislation. We take our responsibilities to safeguard such data seriously.

We protect the personal data we hold under a framework of measures, including:

  • maintenance of an information asset register that provides a snapshot view of all of our information, its business purpose, its location and how it is secured
  • a range of physical, technical and organisational security measures, for example, access control, encryption, secure collection of data through trusted third party contractors
  • the use of fair processing notices so that individuals about whom we hold data are aware of why we hold it
  • only keeping personal data for legitimate reasons
  • keeping personal data confidential, retaining its integrity but making it available (through restricting access) only to those staff who need access
  • have data sharing agreements in place with organisations with whom we share personal data (whether as data controller or processor)
  • ensuring that data protection features in routine business contracts
  • operating restrictions on the transmission of personal data, particularly overseas
  • internal policies with which staff and others are required to follow
  • training and awareness raising activity for staff to promote compliance with our data protection and wider information security policies.

Students – prospective, current and former

Personal data collected by Nexus ICA about students applying to our courses, those who are currently studying with us and those who have left. This information enables us to administer and deliver your studies.

What kind of information is held?

The personal information processed either by us or on our behalf may include:

  • Name
  • Date of birth
  • Gender
  • Nationality
  • Contact details
  • Family details
  • Immigration details
  • Financial details
  • Educational records and attainment
  • Career progression

The sensitive types of information may include:

  • Physical or mental health details
  • Racial or ethnic origin
  • Religious or other beliefs

Who is this information shared with?

Nexus ICA will disclose your data for third parties where this supports the educational process or where we are legally obliged to do so. This may include:

  • Sponsors or funding organisations (including the Student Loans Company) in accordance with the terms of the contract, usually relating to student attendance.
  • The University of West London (UWL). Nexus ICA has a franchise agreement with UWL therefore students of Nexus ICA are also students of UWL. Information is shared with UWL for the purposes of fulfilling the contract the student engages in to commence study.
  • Practical placement contacts as part of the Level 4 module requiring practical placements
  • Potential employers for the purposes of confirming your qualifications
  • Local Government Departments, including Council Tax and Electoral Services
  • UK Agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, collection of a tax or duty, or safeguarding national security
  • Local landlords or letting agents should you opt for Nexus ICA to arrange housing for you. This information is limited to contact details and the sharing of data will not be continued past the point of enrolment.

Nexus ICA may from time to time make other disclosures without your consent. However, these will always be in accordance with the provisions of the General Data Protection Regulations.

How is this information collected?

Through the admissions process and at enrolment, you will be asked to confirm various personal and academic details. Further information is collected as you undertake your studies in terms of attendance data, accessing learning materials and your assessment performance.

We also get data from third party sources such as UCAS and the Student Loans Company. When we obtain data in this way, we will ensure that the third party has the legal authority to provide this.

Staff (prospective, current and former)

Personal data collected by Nexus ICA about those applying for roles within the organisation, current employees and those who have left.

What kind of information is held?

The personal information processed either by us or on our behalf may include:

  • Name
  • Date of birth
  • Gender
  • Nationality
  • National insurance number
  • Contact details
  • Family details
  • Immigration details
  • Financial details
  • Educational records and attainment
  • Career progression

The sensitive types of information may include:

  • Physical or mental health details
  • Racial or ethnic origin
  • Religious or other beliefs

Who is this information shared with?

Nexus ICA will disclose your data for third parties where this supports the educational process or where we are legally obliged to do so. This may include:

  • The University of West London (UWL). Nexus ICA has a franchise agreement with UWL therefore requires the details of those delivering curriculum on their behalf, including CVs and contact information
  • Potential employers for the purposes of confirming your qualifications
  • Local Government Departments, including Council Tax and Electoral Services
  • UK Agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, collection of a tax or duty, or safeguarding national security
  • Our pension provider, as per the auto-enrol legislation that was actioned in February 2018
  • Outsourced accounting firm to process payroll and other financial procedures

Nexus ICA may from time to time make other disclosures without your consent. However, these will always be in accordance with the provisions of the General Data Protection Regulations.

How is this information collected?

Through the application process you will be asked to confirm various personal and professional details. Further information is collected as you undertake your role through the induction procedures.

Visitors to our website, blog readers and recipients of our email updates

Website Privacy Notice

Our privacy notice regarding the use of cookies on our website can be found here.

Mailing List Subscriptions

We use the information you provide when signing up for mailing lists on the website to ensure we keep you up to date with the information you want to hear about. Your data is collected and stored via a third party provider, MailChimp. More information about their privacy notices can be found on their relevant websites. Should you wish to opt-out of receiving communications from Nexus ICA, you can use the unsubscribe function within the emails or contact us directly to request the removal of your details.

Website Forms

We use forms on the website to collect information from you for a specific purpose, for example signing up to attend an Open Day, beginning your application to study or work here, or choosing to become a Nexus ICA Partner. These forms are hosted by a third party service, JotForm. More information about their privacy notices can be found here. Each form should give details of how your information will be used, but for any further information, please contact us directly.

Members of the public or stakeholders that we engage with

People who attend our events

We use WeGotTickets, JotForm and MailChimp to manage our events, including event invitations, acceptances, contact details of invitees and delegates, dietary and access requirements. We also use SquareUp to take card payments at events.

More information about each third party platform can be found below:

If you prefer not to use third party processors for responding to a conference or event invitation, you may respond directly to us by contacting the event organiser using the details provided in the invitation.

A number of our events may have a member of the media team taking photos of the event some of which may be published on our social media feeds. Photos will focus on capturing the feel of the event and on performers, but guests may be captured incidentally. If you do not wish to be included in any photos please make this known to a member of staff at the beginning of the event.

People who call or email us

We may make a note of your contact details and information about the subject of your call so that we can deal with your enquiry. We do not electronically record or monitor telephone calls, other than when messages are left on an answerphone service.

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Where enquiries are submitted to us we will only use and retain the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

People who make a complaint or make a request to us under information access legislation

When we receive a complaint or request we make up a file containing the details of the complaint or information access request. This normally contains the identity of the complainant or requester and any other individuals involved.

We will only use the personal information we collect to process the complaint or information access request and to check on the level of service we provide.

We will keep personal information contained in the complaint or information access request files in line with our retention policy. This means that information relating to a complaint or information access request will be retained for five years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Read more about our complaints procedures, access request procedures and retention schedules on our website here.

We may compile and publish statistics showing information like the number of complaints or requests we receive, but not in a form which identifies anyone.

Retention of your data

Your data will be retained as set out in Nexus ICA’s retention schedule.

Your Rights

Under the GDPR you have a right to request a copy of your personal data held by Nexus ICA. Nexus ICA is required to fulfil this request within 20 working days.

You also have the right to:

  • withdraw consent where that is the legal basis of our processing;
  • rectify inaccuracies in personal data that we hold about you;
  • request to remove some personal data we hold about you (this will not apply to your basic student record or data held as part of Nexus ICA’s legal obligations)
  • restrict the processing in certain ways;
  • object to certain processing of your personal data by us.

Please see https://ico.org.uk/ for further information on the above rights. You may also contact the Data Champion for further information (hannah.proudfoot@nexus-ica.co.uk).

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see https://ico.org.uk/.

Unwanted Communication

We will from time to time communicate with you by email, post and telephone. If, at any stage, you are concerned about the content of these communications, e.g. unwanted marketing information, or wish to change the method of communication that we use please unsubscribe to general email communications.

If you are unsuccessful in unsubscribing from our communications and/or remain concerned, please contact our Data Champion.

Your Responsibilities

Students and staff have a responsibility to keep your personal details accurate and up to date and should notify Nexus ICA of any changes.

Students at Nexus ICA may, during the course of their studies, have access to personal information about other individuals. Students are expected to treat this in a responsible and professional manner. You have responsibilities under the GDPR for any personal data relating to other people which you may access whilst at Nexus ICA. This responsibility is in addition to any obligations arising from professional ethics or codes of conduct. Information obtained in the expectation of a duty of confidence should be treated as confidential and generally not disclosed without the subject’s consent. Nexus ICA will take a serious view of any breach of the GDPR by any of its members, including the consideration of disciplinary action.

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