West Midlands Open College Limited is an educational establishment based and registered in the United Kingdom, company number: 08737167 registered in England and Wales and registered learning institute Provider Registered Number 10044614. Operational Centre, 34 Green Lane, Enterprise Hub, Walsall, WS2 8JH, United Kingdom.
We provide educational and consultancy and related event services all linked to human development.
We value our customers and all applicant’s person data and related data we hold on them or we may hold on them, as very important and therefore the policy is to protect your data in line with GDPR (general data protection regulations which comes in force on the 25th May 2018).
All data collected mostly on applications at enrolment or by downloading from our website www.westmidlandsopencollege.co.uk/apply.html, is kept in a secure locked cabinet and electronic databases have passwords on them. There are designated staff who have access to data for the purposes of processing of enrolments and job applications.
The key people who have direct access to data are data collection people e.g. teachers and other staff at open days then data entry admin staff.
We document, record and audit how we use the data, who accessed the data, who processed it and how, and if shared with third parties in context. As a college we have third parties such as examination councils for external assessment and certification.
We hold your data only when it is needed for the purposes of the relationship we have engaged with you.
This policy is about your rights and ourselves and the rights you have to the personal data we may hold about you if you apply for any course or event run by the college and their collaborators such as Qualifications Network UK(The exam board), Amaka Ya Bwingi LTD (AKA Amaka Ya Bwingi Business network forum), Parry Building Products(a building and construction company whom we accredit for their industrial course), how long we hold that data, how we use it, whom we share it with, who has access to it and how you can request to see the data if need be or exercise the right to be forgotten or be permanently deleted.
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is enforced through a new law the General Data Protection Regulations (GDPR). The regulators are the information Commissioner in the United Kingdom.
This is reflected in the forms on the following links, www.westmidlandsopencollege.co.uk/apply.html, and in each case, they have the personal name, address, telephone number, next of kin and email address, in addition relevant details on your CV and as reflected on the application forms. For the records of data in the application forms, please download the forms for course application and job application. These forms are found on www.westmidlandsopencollege.co.uk/apply.html
On application forms which are found on www.westmidlandsopencollege.co.uk/apply and on the E-Learning System accessed at the front of the http://www.westmidlandsopencollege.co.uk by clicking on “create a school account.” The e-learning system is hosted on the domain name which belongs to West Midlands Open College group, www.rasp2gain.co.uk/moodle.
· Enrolment on a course if you are a student applicant.
· Job or contract appointment if you are a service provider applicant.
· Event enrolment or attending an open day which requires prior subscription.
Some of these are done through third party websites like www.eventbirte.com and other companies like Parry building Products when we conduct and industrial visit or training off site, Amaka Ya Bwingi LTD on their business networking meetings where as a student or a staff may be required to attend for enrichment purposes.
· College and business tours relevant to your application.
Each instant varies, and we normally enter the data you supply into our Database Management System in the office. We process data
a. For those on certified courses, we enter their names upon completion into the applicable system for certification issuing.
b. Queries by the applicants are triggers to access and process data depending on the request.
c. We process data to organise interviews and appointment and enrolments.
d. This is a case by case and for more details click here to download and see various categories and see which applies to your interest.
f. We create WhatsApp lists to which you may be invited and you can opt in and opt out ant any time. These list takes several different names depending on the purpose they are created and for what length of time they are needed.
a. Examination council: Qualifications Network, who accredit the Assessor Qualifications and Education and Training qualifications.
b. Certax Accountant Firm: Deals with payrolls. All our applicant staff details are passed for such purposes.
c. For a complete list of systems click here to downloand.
a. Locked cabinets are used
b. Password secured Database Management System(DBMS) is used on one machine in the office.
c. For an exhaust list of how we secure your data on a catalogue of systems we have please click here.
1. Right to be forgotten: Meaning you can ask us to completely delete you from our systems, subject to overriding laws. For example, for certification, we may need to hold data for a longer time more than 3 years or as the case might be, for some exam boards can hold certification data for a minimum of 40 years. This is aiding certificate claims in case you have lost the old one, and industrial verifications for those applying for jobs in the Health and Social Care industry. So, each case of request to be forgotten will be treated on its own merit.
2. You choose how we contact you
a. OPT in and OPT out of mailing lists.
b. OPT in and OPT out choice of how we contact you, which usually decided by you at initial application using the forms 01GDPR (Student Applicants and 02GDPR (for job applicants).
c. Information we collect about students below the age of 18 is consented on behalf by parents or guardians or representatives who are verified. We would not contact a minor directly.
3. Opportunity to give you what data or information we hold about you is available
4. Length of time we keep certain data and why.
We only keep the data for the length of time that it is needed with your interest at the front, otherwise your data is deleted immediately especially if after application for any services wasn’t successful.
5. Accuracy of data.
If we hold any data on you and you are still connected to the college system, we may contact you from time to time on the means of contacts that you have opted in, for the purposes of updating your information. If you have an online access to the appropriate database system such as e-learning, you can freely log in and update your data at any time.
6. Securing this data.
a. Electronic Database Management Systems where we stored your data are secured by a personal password which you may have created or had been given at initial enrolment, which will be forced to be changed by you. This way all your personal data is secured.
b. The main database management system which is not online but is the master systems resides on our machine with a password on it.
c. Online system from providers hosting company UKHOST whom we use have encryption systems.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Dr John Lukomona, The Principal and CEO is the responsible person
This document is subject to review.
Date of first enforcement: 25th May 2018.
After you have read the above and you submit your application you have accepted our policy, otherwise you may not proceed to apply.