Data Protection and Privacy Notice
Chace
Important Information
Chace is the umbrella name for Cheltenham Assessment Centre Ltd activities. These are the two independent centres Newport Assessment Centre and Cheltenham Assessment Centre, outreach centres A1 Access and Chace NMH. These services provide exceptional provision for students claiming the Disabled Student Allowances (DSA) and your privacy is of utmost importance to us. In this privacy notice we refer to Chace, we, us and our.
Chace is a Data Controller and is committed to protecting data information in the line with the General Data Protection Regulation (GDPR). The GDPR forms part of the data protection regime in the UK together with the new Data Protection Act 2018 (DPA 2018). Chace is responsible for collecting and processing your personal data, including data defined as special categories. Personal data or personal information means that you can be identified by that information. We keep all your information secure, and stringent measures are taken to prevent unauthorised access.
We have a Data Protection Officer who is responsible for overseeing queries in relation to this privacy notice and any questions you may have about your data protection legal rights.
Data Protection Officer: Val Green
admin@chace.ac.uk
Chace: 4 Strand Court, Bath Road, Cheltenham, GL53 7LW
T: 07833221180
The following personal information is collected by Chace:
- Name
- Date of birth
- Contact details
- Customer reference number allocated to you from your student awards office
- Disability evidence: such as GP or Specific Learning Difficulties reports, NHS number
- Correspondence from your student awards office relating to your disability and history of support from the DSA
- Your Assessment of Need Report and Reviews
Your data could be grouped together under the area of: identify, contact, financial, technical and health data.
Other than health data we do not process any special categories of personal data.
These other special categories are: race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your genetic and biometric data.
On your agreement, we may contact your Higher Educational Provider (HEP), support service or assistive technology trainer for personal data to enable Chace to engage in its services for you.
Processing of your data
All data is held on hard drives which are password protected and secure within locked offices. The GDPR state that personal data we hold is accurate and current, therefore please keep us informed. You submit forms and/or send emails which includes personal data. These are stored in your specific folder. For monitoring purposes your personal data has to be entered into a secure password protected spreadsheet.
We do not process any of your data without your explicit consent. Your report is sent to your funding body, your HEP provider, and NMH provider. Every report or circulated information with personal data is either encrypted or password protected. Each provider we send your personal data to will have their own Data Protection protocols.
For compulsory external monitoring purposes of Chace we ask for your specific signed agreement for DSA QAG to view your data. We do not use any other external organisations to process your data.
Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes of collecting it, these include accounting, satisfying any legal requirement or reporting requirements. All paper files are digitalised and stored securely on our servers.
Your rights
You have the right to:
- Access your personal information.
- Object to the processing of your personal information
- To rectify, to erase, to restrict, and to port your personal information.
You will not have to pay a fee to access your personal data or to exercise any of your rights. We have the right to refuse your request if it clearly unfounded, repetitive or excessive.
Under the GDPR you have the right to withdraw consent at any time. You should do this in writing which will always be acted on. You will also be asked to complete a Withdraw Consent Form so that both you and Chace understand the outcomes of withdrawing consent.
Contact the Data Protection Office for any of the above or if you have any concerns about the use of your personal data.
How to make a complaint
If you are in any way concerned about how your personal information has been processed, in the first instance contact Chace’s Data Protection Officer. Chace will always resolve the issue as your privacy is important to us. You have the right at any time to contact the UK’s supervisory body for data protection issues, the Information Commissioner’s Office (ICO) www.ico.org.uk.
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