Data Protection (Your Information)
This page explains what information we collect about you, why we collect it, how we keep it safe,
and when we may share it with official bodies.
Key points
- We collect only the information we need to run your course and support you.
- We keep your information safe. Only staff who need it for their job can access it.
- We do not sell your data and we do not share learner data for marketing.
- Sometimes we must share data with official bodies (for example, awarding bodies and Irish immigration).
- You can ask to see your information and ask us to correct it.
1) What is “personal data”?
Personal data is information that can identify you. For example: your name, contact details,
student number, attendance, or exam results.
When we collect, store, use, or share your personal data, this is called “processing”.
2) What information do we collect?
When you register we may collect:
- Your name, date of birth, nationality, address, phone number and email
- Your course details (course name, start date, end date)
- Payment / invoice information
- If needed, information to support you (for example accessibility or health information)
During your course we may collect:
- Attendance records
- Assessment / test results and progress information
- Feedback you give us (surveys, forms, meetings)
Website:
- Basic website information through cookies (see “Cookies” below)
3) Why do we use your information?
- To deliver your classes and support your learning
- To manage attendance and progress
- To issue certificates and reports (when applicable)
- To meet legal or regulatory requirements (for example, immigration rules for some learners)
- To improve our services using statistics (often using anonymised data)
4) Where is your information stored?
We store information securely in our learner systems. These may include a Learner Management System (LMS)
and a Virtual Learning Environment (VLE).
- The LMS may hold registration details, class lists, and attendance.
- The VLE may hold online learning activity, materials, and messages.
(Your school may use systems such as CLASS (LMS) and Moodle (VLE).)
5) Who do we share your information with?
A) Awarding bodies and regulators (when needed)
- If your programme has an awarding body, we may share learner details and results needed for certification.
- We may produce reports for external regulatory bodies when required.
B) Irish immigration / Department of Justice (DOJ) (for some non-EEA learners)
If you are a non-EEA learner who needs a student residence permission in Ireland, we may have to share
some information with the Department of Justice (DOJ). This helps the DOJ verify that students are enrolled
and attending their course.
What we may share with the DOJ
| When |
Examples of information |
| When you enrol |
Full name, date of birth, nationality, address, course title and course code,
enrolment date, course start date.
|
| During your course |
Full name, date of birth, nationality, address, course dates, attendance percentage.
If it applies: date of last attendance, withdrawal date,
and (where relevant) reasons/dates for expulsion.
|
We send information securely (for example, password-protected files or secure systems). Only relevant staff can access it.
C) Service providers (processors)
Sometimes we use trusted service providers (for example, IT systems). They can only use the data to provide
their service to us and must protect it.
6) How do we keep your information safe?
- Secure systems and password protection
- Access is limited: staff can only access what they need for their job
- Virus protection and firewalls
- Staff training and confidentiality requirements
- Physical security for paper records and a clear desk policy
- Back-ups and secure storage
7) How long do we keep your information?
We keep your information only as long as we need it for the purpose we collected it, and to meet legal requirements.
Examples
- Some assessment records may be kept permanently.
- Some study records may be kept for a period after you finish your course.
- CCTV (if used) is normally kept for a short period (for example, months), unless needed for an investigation or legal reasons.
If you want more detail, ask us for the current retention schedule.
8) Your rights
Under data protection law, you have rights about your personal data. For example:
- Ask what information we hold about you and request a copy
- Ask us to correct information that is wrong
- In some cases, ask us to delete or restrict how we use your data
- Make a complaint to the Data Protection Commission if you are unhappy
9) How to make a data request (Subject Access Request)
- Write to our Data Protection contact (email or letter).
- We will reply within 21 days to confirm if we hold your personal data and to describe it.
- If you then request a copy of your data, we will normally reply within a further 28 days.
If you need help to write your request, Student Services can help you.
10) Cookies
Our website uses cookies to help the website work and to understand website usage.
You can control cookies in your browser settings.
