Equra College London
Version: 1.0
Effective from: 25/11/2025
Review date: 20/11/2025
Owner: Data Protection Lead / Governing Body
1. Who we are
Equra College London (“Equra”, “we”, “us”) is the organisation responsible for deciding how and why your personal data is used. This means we act as a data controller for most personal data we process.
Contact (Data Protection):
Email: dataprotection@equracollege.org.uk (or info@equracollege.org.uk until set)
Address: [Equra College London address]
2. What this notice covers
This Privacy Notice explains how Equra collects and uses personal data about:
- Applicants and prospective students
- Students and learners (including short courses and CPD)
- Website visitors and people who contact us
- Event attendees and enquirers
Staff HR data is covered separately through internal HR privacy information.
3. The personal data we collect
Depending on your relationship with Equra, we may collect:
- Identity and contact details (name, address, email, phone, date of birth)
- Application and enrolment information (qualifications, statements, references where applicable)
- Right-to-study/identity verification information where necessary
- Student record information (student ID, programme details, timetable, attendance/engagement records)
- Learning and assessment information (submissions, feedback, marks, progression outcomes)
- Support information (reasonable adjustments, learning support plans)
- Wellbeing or safeguarding information where necessary for safety and support
- Financial information (fees paid, instalment plans, invoices, refunds)
- Communications (emails, messages and notes of meetings where used for official purposes)
- Technical data for website use (IP address, device/browser information, cookies)
- Marketing preferences (whether you want to hear from us)
We aim to collect only what we need.
4. Special category data
Some data needs higher protection, such as health, disability, or safeguarding-related information. We only collect and use this where necessary and with appropriate safeguards and access controls.
5. Why we use your data and our lawful basis
Equra uses personal data for the purposes below. The lawful basis will depend on the activity:
A) Admissions and enrolment
- Processing applications, offers, enrolment, and identity checks
Lawful basis: necessary to take steps before entering a contract and/or to perform a contract; and/or legitimate interests.
B) Providing education and student services
- Delivering teaching, learning platforms, student communications, student support
Lawful basis: contract; and/or legitimate interests; and/or public task where applicable.
C) Assessment, academic decisions, quality assurance
- Marking, feedback, moderation, progression decisions, issuing awards/certificates
Lawful basis: contract; and/or legitimate interests.
D) Reasonable adjustments, wellbeing and safeguarding
- Supporting access, protecting welfare, managing risk, referrals where necessary
Lawful basis: substantial public interest and/or vital interests and/or contract (as relevant), with additional safeguards for special category data.
E) Fees, payments, refunds and financial records
- Invoicing, instalment administration, refunds, audit
Lawful basis: contract; legal obligation; legitimate interests.
F) Compliance, investigations and protecting our community
- Handling complaints, appeals, misconduct, disciplinary matters, incident management
Lawful basis: legitimate interests; legal obligation; substantial public interest where applicable.
G) Website, enquiries and communications
- Responding to enquiries, administering contact forms, improving website performance
Lawful basis: legitimate interests; consent where required for cookies/marketing.
H) Marketing and updates
- Sending news/updates where you have opted in or where permitted
Lawful basis: consent and/or legitimate interests (as applicable). You can opt out anytime.
6. Where we get data from
We may receive data from:
- You directly (forms, email, phone, enrolment/learning activity)
- Partner organisations delivering services with Equra (where applicable)
- Awarding bodies or third-party platforms used for learning/assessment (where applicable)
- Public authorities where legally required
- Referees where relevant and permitted
7. Who we share data with
We share personal data only where necessary, securely, and for clear purposes. This may include:
- Learning platforms and IT service providers (email, website hosting, VLE)
- Payment providers and finance systems
- Awarding bodies / examination providers (where applicable)
- Partner universities or delivery partners (where applicable and communicated clearly)
- Professional advisers (legal/accountancy) where necessary
- Regulators, law enforcement, courts or public bodies where required by law
- Emergency services where necessary to protect life or safety
We do not sell personal data.
8. International transfers
If any service provider stores data outside the UK, Equra will ensure appropriate safeguards are in place and will provide further information on request.
9. How long we keep your data
Equra keeps personal data only as long as necessary. Retention periods are set out in Equra’s Data Retention and Records Management Policy and retention schedule.
10. Your rights
You have rights under data protection law, which may include:
- Access to your personal data (subject access request)
- Correction of inaccurate data
- Deletion (in certain circumstances)
- Restriction of processing (in certain circumstances)
- Objection to processing (in certain circumstances)
- Data portability (where applicable)
- Rights relating to automated decision-making (where applicable)
To exercise a right, contact: dataprotection@equracollege.org.uk.
11. Subject access requests (SAR)
If you request a copy of your personal data, we may ask for proof of identity. We will respond within the required timeframe, and we may explain any lawful exemptions where applicable.
12. Keeping your data secure
Equra uses appropriate technical and organisational measures to protect personal data, including access controls, secure storage, and staff training. You should also protect your account credentials and report any concerns promptly.
13. Cookies and website analytics
Equra may use cookies and similar technologies to operate the website and improve performance. Where required, we will ask for your consent for non-essential cookies. You can manage cookie settings through your browser and any cookie banner on our site.
14. Complaints
If you have concerns about how Equra uses your data, contact us first so we can address it. You also have the right to raise a complaint with the UK supervisory authority (Information Commissioner’s Office).
15. Changes to this notice
We may update this notice to reflect operational changes, legal requirements, or improvements. The latest version will be published and/or provided on request.