Student Data Protection Policy

Rule 1: Fair Obtaining

We will tell you why we collect your information at the time of collection and what it will be used for. 

We only give this information to the Education and Training Board (ETB) as they fund us.

Student names are not passed on to the ETB.

Rule 2 : Purpose Specification

We collect your information to: 

help us place you in a class that meets your needs

help us see how you are progressing in class

give details to the ETB about the type of classes students need and number of students in classes. 

We need your PPS number to register you on the CDETB system for all classes, accredited and non-accredited.  

For QQI purposes, we may ask for proof of the PPS, eg photo identification such as passport etc to confirm that we have the correct PPS for you.

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Rule 3: Use and Disclosure of Information

Our administrator looks after the database where your information is stored and the manual record. 

Some information 
may be given to your tutor. 
It can also be used by management and your tutor to monitor your progress.
It may be given to the ETB. 

Your information is confidential and we will ask your permission if we want to use it for anything other than this.

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Rule 4: Security

Your information is stored securely. 

Our computers and servers are locked away. 

All staff computers are password protected and filing cabinets are locked when not in use.

Rule 5: Adequate, relevant and not excessive

We only collect the information we need.

We have a policy on gathering information.



Rule 6: Accurate, complete and up to date. 

We check that the information we hold is accurate and we update the information .

Our databases are kept up to date.

Rule 7: Retention time.

We keep your information while you are a student with us and for a reasonable time  after you leave in case you wish to return.

Information on former students is held for a maximum of ten years.

We hold data to do with finance for seven years.

When the ten and seven years mentioned above run out the information stored electronically is deleted and any hard copies are destroyed.

Rule 8: The right of access

Anyone wishing to access their records must contact the administrator.

The administrator will notify the management team and will respond within 21 days.