Managing Your Centre


Data protection RGN B15


When dealing with personal data at your centre you should consider the six principles of data protection law in all aspects of your operation:


1. Lawfully, fairly and transparently Lawful: You must have a lawful basis to collect the data, as defined by the GDPR. Further information can be found on the website of the Information Commissionser’s Office (ICO). For most student-training centre relationships the appropriate basis will most likely be ‘Contract’ or ‘Legitimate interest’, although ‘Consent’ may be applicable in some circumstances, such as opt-in marketing. Transparency: You must tell the student what you will do with their data. You should do this at the time you collect the data. Fair: You must only do what you tell the student you will do with their data. You cannot collect data for one purpose and use it for another.


2. Purpose limitations You can only use data for the purpose for which it was collected, and for no other reason.


3. Data minimisation Data must be ‘adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed’. In other words, only collect the data you actually need.


4. Accuracy Data must be ‘accurate and, where necessary, kept up to date’. You should have systems to update and correct data.


5. Storage limitations Only keep data for as long as you need it.


6. Integrity and confidentiality Data must be kept appropriately to ensure security.


In addition:


• If you have to share data with another organisation you must make it clear who that is and why and how it is shared.


• Data must be kept accurate and up to date, and only held for as long as necessary for fulfilment of the purpose for which it was collected.


• Your students have the right to request removal of their data from your records.


• Some personal data such as financial or medical information have additional requirements and any breaches are treated more seriously than more general personal data.


Issued 12/07/2023. Information correct at time of publication. 63


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