This Privacy Notice explains how Aquinas College (“the College”, “we”, “us”) collects, uses, stores, and protects your personal data. It applies to all applicants, students, and relevant contacts.
If you have questions about your personal data or how it is used, you can contact our Data Protection Officer (DPO) at dpo@aquinas.ac.uk.
We collect personal data under the lawful bases of Public Task (UK GDPR Article 6(1)(e)), Legal Obligation (6(1)(c)), Performance of a Contract (6(1)(b)), and Vital Interests (6(1)(d)), as required to provide education and meet our statutory obligations with the ESFA.
We may collect:
Name, date of birth, gender
Contact details (address, telephone number, email)
Previous qualifications, employment and educational history
Nationality, residency, previous address
Household information (Adult Learners only)
Employment status, National Insurance number, benefits (Adult Learners only)
Emergency contacts (Vital Interests)
Parent/carer details for students under 18
Examination scripts and marks
Passport details for overseas trips
Bank details, proof of income/benefits (Bursary students only)
National Asylum Seeker number
Student image for identity management
We may also collect:
Health and medical information, including learning difficulties
Racial or ethnic origin
Religion or similar beliefs
Sexual orientation
Criminal convictions
Biometric data for attendance monitoring
We process special category data under UK GDPR Article 9(2)(g) (substantial public interest), 9(2)(h) (health and social care), and 9(2)(j) (research/statistics), as permitted by the Data Protection Act 2018.
We collect data:
From information you provide before joining (applications, enrolment forms)
When you contact us by phone, email, or website
During your time as a student
From other organisations such as the DfE, Local Authority, or previous schools
Delivering teaching and learning
Registration, assessment, attendance, progress monitoring
Academic misconduct investigations
Certification
Maintaining student records
Safeguarding and welfare
Equal opportunities monitoring
Library, IT, and information services
Student support services
Site safety and security
Managing social media use
Car parking administration
Finance administration (e.g., bursaries, Free College Meals)
Research and statistical analysis
Audits and regulatory compliance
Promotion of College services and events
Crime prevention and detection
Handling complaints, grievances, and disciplinary matters
The College uses automated processes for:
Sending absence notifications
Sorting and prioritising applications
These processes do not produce legal or significant effects on individuals. Staff review and oversee all decisions that may impact a student’s progression or access to services.
We rely on:
Public Task – delivering education and fulfilling statutory duties
Legal Obligation – ESFA, DfE, safeguarding, financial reporting
Performance of a Contract – providing educational services
Vital Interests – emergency contacts, safeguarding
Consent – only where explicitly requested (e.g., optional surveys, marketing)
Consent can be withdrawn at any time by contacting the DPO.
Data is stored securely:
In student information management systems
On secure College networks
In locked physical storage where required
We may share your personal data with:
College staff who require it to provide educational or support services
Third parties providing educational or support services, such as progress‑monitoring partners, counselling providers, or IT service providers
Internal and external auditors
Statutory bodies, including the ESFA, the DfE Learner Records Service (LRS), and the Local Authority for learners aged 16–18
Crime prevention or detection agencies, such as the police
Parents, guardians, or next‑of‑kin, where they are listed as contacts
Approved third‑party survey organisations, such as the Education and Skills Funding Agency
For the safe organisation and management of educational trips, visits, and overseas travel, we may share limited and necessary personal data with:
Trip organisers and supervising staff
Travel companies, transport providers, and accommodation providers
Insurance providers
Relevant authorities where required (e.g., border control, medical services)
This may include your name, date of birth, passport details, medical information relevant to the trip, emergency contact details, and any other data strictly required to ensure your safety and meet legal obligations.
All such sharing is carried out under the lawful bases of Public Task, Legal Obligation, or Vital Interests, depending on the circumstances.
Where we engage non‑statutory third parties to process personal data on our behalf, they do so under written contract, are bound by confidentiality, and must implement appropriate technical and organisational security measures.
We do not transfer your data outside the United Kingdom.
If this changes, we will ensure appropriate safeguards are in place.
We take data security seriously and have policies, controls, and technical measures to prevent loss, misuse, unauthorised access, or accidental destruction.
ESFA‑related data is retained for the legally required period
Other data is retained only as long as necessary for educational and administrative purposes
Data collected on the basis of consent may be deleted upon request
A full retention schedule is available on request.
Under UK data protection law, you have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure of your data
Restrict processing
Object to processing
Withdraw consent (where applicable)
Receive a copy of your data in a portable format
We may need to verify your identity before responding to a request.
Data Protection Officer
Aquinas College
Nangreave Road
Stockport
SK2 6TH
Email: dpo@aquinas.ac.uk
Telephone: 0161 483 3237
If you are unhappy with how we process your data, you can complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.
If you do not provide data required by law, we may be unable to enrol you.
Failure to provide other information may limit the support we can offer.
The College uses automated processes to:
Send absence notifications
Sort and prioritise applications
These processes are monitored by staff and do not produce legal or significant effects.