Privacy Notice – Prospective Students

The Sixth Form Bolton

1. Institution Details

The Sixth Form Bolton
Address: Deane Road, Bolton, BL3 5BU
Telephone: 01204 846215
Email: admissions@bolton-sfc.ac.uk

2. Introduction

The Sixth Form Bolton collects and processes personal data relating to prospective students in order to manage applications and meet its statutory, safeguarding, and funding obligations as a Sixth Form College.

The Sixth Form Bolton is committed to protecting personal data and being transparent about how it is used. We comply with our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This privacy notice explains how we collect, use, store, and share personal data during the application and pre-enrolment process.  We also have a Privacy Policy that explains how we collect, use, store, and share personal data post enrolment. This is available to applicants when they enrol.

3. Data Protection Officer

Name: Lesley Hart
Position: Deputy Principal
Telephone: 01204 846215
Email: admissions@bolton-sfc.ac.uk

4. Data We Process – Prospective Students

We collect and process personal data including, but not limited to:

  • Name, address, date of birth

  • Gender at birth

  • Email address and telephone number

  • Parent/carer names and contact details

  • Education history and qualifications

  • Subjects applied for

  • Ethnic origin and first language

  • Residency status

  • Student support needs and medical information (where relevant)

Some of this information, such as medical data, ethnicity, and support needs, is special category data under UK GDPR.

5. Purpose and Lawful Basis for Processing

We process personal data for the following purposes:

  • Managing and processing applications for admission

  • Applying admissions criteria and making offers

  • Communicating with applicants, parents/carers, schools, and local authorities

  • Supporting transition from school to college

  • Meeting safeguarding, funding, and legal obligations

Lawful bases under UK GDPR:

  • Article 6(1)(e) – Performance of a task carried out in the public interest

  • Article 6(1)(c) – Compliance with a legal obligation

  • Article 6(1)(b) – Performance of a contract (where applicable)

Special category data:

  • Article 9(2)(g) – Substantial public interest (education, safeguarding, equality of opportunity)

Appropriate safeguards are in place to protect this data.

6. Communication During the Application Process

6.1

We will communicate with you via email and text message to invite you to course discussions and to provide updates on your application.

6.2

We may also contact you by email and/or text message to:

  • Remind you of course discussions or enrolment appointments

  • Invite you to open events, new student days, or subject-specific events

  • Provide subject-related updates relevant to your application

  • Share general information to support your transition to college

  • Bespoke transition depending on SEND or medical needs

6.3

We will normally inform your current school that you have applied to study at The Sixth Form Bolton, the subjects applied for, and your offer status. You may opt out of this sharing during the application process.

6.4

Where provided, we may contact parents/carers to invite them to specific parent or information events.

Parents/carers, schools, local authorities, and youth support services may contact us to confirm application status or subjects applied for. We will share this information unless you inform us of a legitimate reason not to do so.

7. Data We Process – Parents and Carers

We collect parent/carer name, email address, and telephone number to support communication and meet safeguarding responsibilities during the application process.

8. Data Storage and Security

Personal data is stored securely in:

  • Student information management systems

  • Secure electronic networks

The Sixth Form Bolton has appropriate technical and organisational measures in place to protect personal data against loss, misuse, unauthorised access, or disclosure. Access is restricted to staff who require the data to perform their duties.

9. Data Sharing

We do not share personal data without consent unless there is a lawful basis to do so.

We share student data with the Department for Education (DfE) and Local Authorities where required by law. This data sharing underpins funding, monitoring, and educational outcomes.

Where third-party processors are used, we ensure:

  • Processing is carried out under written contract

  • Confidentiality is maintained

  • Appropriate security measures are in place

Further details of data sharing arrangements are provided in Appendix A.

The Sixth Form Bolton operates a Partner School Portal which allows authorised school staff to view limited applicant information (name, date of birth, and application status). Applicants may opt out of this sharing.

10. Retention of Records

Personal data is retained only for as long as necessary and in line with legal and regulatory requirements.

As a general guide:

  • Applicants who enrol: retained for 6 years after completion or withdrawal

  • Applicants who do not enrol: destroyed within the same academic year

  • Event registrations where no enrolment occurs: destroyed within the same academic year

11. Your Rights

You have the right to:

  • Be informed about how your data is used

  • Request access to your personal data

  • Request correction of inaccurate or incomplete data

  • Request restriction or deletion of your data (where legally applicable)

  • Object to certain types of processing

  • Withdraw consent where consent is the lawful basis

Requests should be made to the Data Protection Officer using the contact details in Section 3.

12. Complaints

If you are unhappy with how we have handled your personal data, please contact our Data Protection Officer in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/

13. Changes to This Privacy Notice

Any changes to this privacy notice will be published via the applicant portal and, where appropriate, communicated directly to applicants.


Data Shared


Purpose of Sharing


Third Party


Lawful Basis (UK GDPR)


Personal data including name, date of birth, gender, ethnicity, previous school, contact details, and study programme information


To inform the local authority of students currently studying at The Sixth Form Bolton and to notify them where a student leaves their programme early


Local Authority (including Connexions services)


Article 6(1)(c) – Legal obligation

Article 6(1)(e) – Public task (education and safeguarding)

Article 9(2)(g) – Substantial public interest (for special category data)


Student name, mobile phone number; next of kin name and mobile phone number


To communicate essential information relating to applications, enrolment, attendance, and college operations. This data is not used for marketing unless explicit consent is obtained


GOV.UK Notify


Article 6(1)(e) – Public task

Article 6(1)(b) – Contract (where applicable)


Student name and email address


To send relevant transition and pre-enrolment information to applicants and parents/carers


Mailchimp


Article 6(1)(e) – Public task

Article 6(1)(b) – Contract(Consent required if marketing communications are sent)


Unique Learner Number (ULN) and personal identifiers

required to validate or obtain a ULN


To validate or obtain a Unique Learner Number and maintain an accurate Personal Learning Record


Learning Records Service (LRS), operated by the Education and Skills Funding Agency (ESFA)


Article 6(1)(e) – Public task

Article 6(1)(c) – Legal obligation

Article 9(2)(g) – Substantial public interest (where applicable)

Student name and email address

To manage bookings and communicate information relating to college events. Data is not used for marketing unless explicit consent is obtained

TicketTailor


Article 6(1)(b) – Contract (event booking)

Article 6(1)(e) – Public task



Student name, email address, and support needs that may affect transition


To support a safe and effective transition from school to college, including sharing relevant support or safeguarding information


Local Authorities and Partner Schools


Article 6(1)(c) – Legal obligation

Article 6(1)(e) – Public task

Article 9(2)(g) – Substantial public interest




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