This plan will be reviewed and updated as necessary, a minimum of once a year, in line with new legislation and to reflect any changes in the business. Policy updated February 2022
Overall responsibility for this policy:
This document explains what we do with the personal information you provide us.
Smart Dental Academy is the data controller for the purposes of data protection laws and responsible for the data we collect from you.
Any information you provide will be held securely and in accordance with the Academy’s Data Protection Policy.
Your personal details will not be revealed to third parties unless there is a legal requirement to do so. If the Academy needs to disclose your personal details to a third party to provide a service you have requested, consent will be sought before any data transfer takes place.
Any information about you that we pass to a third party will be held securely by that party, in accordance with Data Protection Legislation, and used only for the explicit purpose it was intended or to provide you with the information you have requested.
Our contact details
Name: Smart Dental Academy Limited Telephone: 07825 212 168
Address: Unit 5 E-mail: Nickie.firstname.lastname@example.org
Ashbrook Office Park
The type of personal information we collect
We currently collect and process the following information:
· Personal identifiers, contacts, and characteristics (for example, name, contact details, gender, location)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
· To improve our services & offerings
· Marketing & Research
We use the information that you have given us to improve our services & marketing efforts.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting our main address.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
Your data protection rights
Under data protection law, you have rights including:
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at or postal address if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
Smart Dental Academy Limited
Unit 5, Ashbrook Office Park
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
The information that you give us
Learners are required to provide information to the Academy, to enable us to carry out our legal duty under the Education Act 2011 and Education and Inspections Act 2006, and contractual obligations with other funding agencies and awarding bodies.
The Academy collects a range of personal data to fulfil its duty as a provider of education.
The personal details we may collect from you includes: name, address, date of birth, next of kin, phone number, national insurance number, Unique Learner Number (ULN), household situation, email address, work assessment data, dates of attendance, exam results, religion, ethnicity, health information, nationality, previous education establishment, doctor’s details, funding information, bank details, behaviour record, sexual orientation information, photo, genetic data, health records/conditions (inc. mental health) and special needs details.
As part of the delivery of our course to you, our staff will collect the work that you create, for marking. In addition to attendance records, assessment marks and exam results. When you use the IT systems, we provide you with access to, we will process the data you input.
The uses of your personal information
We will use your information to manage and administer your education.
This will include putting together class lists, for communicating with you, for dealing with admissions, for putting together reports and registers, to check entrance exam results, to make arrangements for exams or visits, to consider whether to offer places to learners, to consider whether special provision or assistance is required for exams and visits and to be able to tell other educational services of your attendance dates if you leave.
The Academy will also use your information for the purposes of teaching you and measuring your achievements. This will include processing information to provide assessment marks to awarding bodies, learner reports, and employer information. We will use your information to ensure your place is appropriately funded and to pay/receive payment from you or your employer/sponsor. The Academy will process learner data by submitting statutory returns or provide information to the following external agencies/ bodies; Education and Skills Funding Agency (ESFA), Department for Education (DfE), OFSTED, Awarding Bodies, Institute for Apprenticeships (IoA) and Local Authority (LA).
ESFA privacy notice - GOV.UK (www.gov.uk)
The legal basis on which we collect and use personal information
The Academy has a legal obligation to process information about learners under the Education Act 2011, the Education & Inspections Act 2006. The College is also contractually obliged to process data with other funding agencies to secure funding for the provision of education and training and awarding bodies to enable qualifications and certificates to be awarded to learners.
Generally, the information is processed as part of our public interest task of providing education to you. In providing an education service, the lawful basis that the Academy processes data under is: Legal obligations, contractual necessity and public interest. Any marketing we carry out will be based on explicit consent. If you have made a specific enquiry to the Academy, we will send you additional and relevant information relating to your initial enquiry under legitimate interests.
The Academy does not ordinarily store or transfer your personal data outside of European Economic Area (EEA). If there was a requirement to do so, the Academy would seek consent from individuals prior to transfer. At no time will we assume your permission to use information that you provide for anything other than the reasons stated here.
Who we share your information with
The Academy will at times need to share the information we collect and process with yourself and with other organisations. Where this is necessary, we are required to comply with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.
Smart Dental Academy is required to share data to fulfil its legal and contractual obligations with the following organisations.
• Education and Skills Funding Agency (ESFA)
• Office for Students (OFS)
• Student Loans Company (SLC)
• Lancashire County Council (LCC)
• Exam Awarding Bodies (CACHE, City and Guilds, ILM, NCFE, Pearson, Edexcel)
• Healthcare, social and welfare organisations
• Police forces, courts and tribunals
• Local and central government
We will only share your personal information with other people e.g., parents or carers, prospective employers, training providers, previous educational establishments or with agencies such as the Department of Work and Pensions with your permission.
When a learner is in Further Education, parents/carers/guardians (or any other third party) are not automatically entitled to the learner’s information. We can only release information about our learners if we have their consent for this recorded. Learners can also inform us later on who we may discuss with their learning matters with. Learners may withdraw their consent the same way which they gave it.
In general, we can only share information if we have the person’s consent, or there is a particular piece of legislation or agreement allowing us to share it without consent.
Participation in Learning: Sharing information with Local Authorities
This section applies to:
The Education and Skills Act 2008 (the Act) places duties on local authorities to promote the effective participation in education or training of all 16- and 17-year-olds resident in their area, and to make arrangements to identify young people resident in their area who are not participating. It’s part of the local authorities’ duties to secure sufficient suitable education and training provision for all 16-19 year olds, and to encourage, enable and assist young people to participate in learning.
Under the Act, it is Smart Dental Academies duty to provide relevant information about their learners to the local authority of each learner’s residence, when requested to do so, and notify local authorities when a young person leaves learning. All educational institutions are required to share information with local authorities as part of their duty under the Act.
Section 72 of the Act provides the legal basis for sharing information between LAs and educational institutions. Link to relevant section is referenced here: Educational institutions: duty to provide information.
When you give us your information, we will use your details to inform the local authorities where you live about the learning that you are participating in so that they are able to report monthly to the Department of Education and deliver their duties listed above.
Please note that some of the services for young people provided by the local authorities to fulfil their duties are provided by commissioned external contractors and organisations and they are required to use the same security standards as the local authorities.
How long we keep your information for
The Academy will retain your personal information for periods of time consistent with regulatory, statutory, and legal. Records that are no longer required are disposed of securely and in a timely fashion.
If you wish to e-mail us, you will provide the Academy with your e-mail address.
Please do not send personal and sensitive information via e-mail unless encrypted, as the Academy cannot ensure or be accountable for the security of external e-mail systems. While all reasonable precautions have been taken to ensure the security of this website and the transmission of e-mails through the website, the Academy assumes no responsibility for the timeliness, deletion, mis-delivery, or interception of any e-mails.
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