Data Protection: School-age work experience students
How we use your personal information
This statement explains how Ӱҵ College (“we” and “our”) handles and uses information we collect about school-age work experience students (“you” and “your”).
The controller for your personal information is Ӱҵ College, Trinity Street, Cambridge, CB2 1TA. The Data Protection Officer for the College is the Office of Intercollegiate Services Ltd (OIS Ltd), 12B King’s Parade, Cambridge; 01223 768745; college.dpo@ois.cam.ac.uk. The Data Protection Officer should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement. The person within the College otherwise responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Senior Bursar (email: senior.bursar@cai.cam.ac.uk).
Unless otherwise stated, the legal basis for processing your personal data is that it is necessary for the performance of the work experience agreement we have with your school or local educational authority placement organisation.
How your data is used by the College
Your data is used by us for a number of purposes, including:
A. supporting you with your work experience:
Personal data includes:
i) your name and date of birth;
ii) the name and contact details of your school/local education authority;
iii) the name and contact details of your parents/carers;
iv) records of food allergens or dietary requirements;
v) dates of your work experience; vi) any health conditions and medical information relevant for you completing your work experience;
vii) your areas of work interest and any relevant objectives, skills or experience.
B. administering HR-related processes:
Personal data includes:
i) records of any communication with your school/local education authority regarding your work experience;
ii) records of internal College communication to timetable your work experience, included but not limited to your induction programme and work objectives;
iii) records of any issues or concerns you have raised during your work experience;
iv) records of absences from work (including but not limited to sickness leave, and bereavement leave).
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below. We also operate CCTV on our sites which will capture footage. The legal basis for processing your personal information via a CCTV system is that it is in our legitimate interests to protect College property, ensure a safe environment, deter and detect crime and provide evidence for alleged breaches of College status, regulations and staff handbook. Our CCTV policy can be viewed here.
Who we share your data with
We share your personal information with your school/local education authority.
If you use the meal booking system to book lunches, your full name will be added to the guest list which is accessible to all individuals in College who have authorisation to book lunches.
We share your personal information where necessary and appropriate with the University. The University and the Colleges have a data sharing protocol to govern the sharing of personal information. This is necessary because they are distinct legal entities. The agreement can be viewed in full .
We may also be subject to a legal requirement (with or without your consent) to share your personal information with some government agencies under special circumstances (e.g. relating to crime or health and safety), such as the police or security services or other statutory authorities with investigatory powers. Where possible, the College will notify you of its intention to share such information in advance.
Information is not shared with other third parties without your written consent. We hold all information for the duration of your work experience and for no more than one year after the end of your work experience, unless otherwise stated above. We also reserve the right to retain the personal data longer than the periods stated above, where it becomes apparent that there is a need to do. For example, in the event of a major health or personal injury incident some records may need to be kept for at least 40 years.
Your rights
You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); and to ask for the transfer of your data electronically to a third party (data portability). Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.
You retain the right at all times to lodge a complaint about our management of your personal data with the at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.
Last updated: Head of HR and Records Manager
January 2025
