This privacy notice tells you what to expect when the Fire Service College (FSC) collects personal information.
This privacy notice is a public declaration of how the FSC (Part of Capita Group plc) applies the Data Protection Principles & Rights afforded to individuals by the GDPR, to the personal data that we process.
FSC is committed to complying with the 6 principles relating to the processing of personal data under the GDPR in all that we do. These principles are:
We may collect your personal data in a number of ways, for example:
We may collect the following types of personal data about you:
When someone visits www.fireservicecollege.ac.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third-party provider, Mailchimp, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see the Mailchimp privacy notice.
Links to external websites
FSC website contains links to other websites. Please note that these links are intended for your convenience only.
Links to third party websites do not constitute endorsement, sponsorship or approval by the FSC of the content, policies or practices of those third-party websites.
This privacy notice does not cover the links within this site linking to other websites, if you have any concerns regarding your privacy when visiting a linked third party, you should ensure that you check the privacy statement/policies of those websites.
The purposes for which we may use personal data (including sensitive personal data) we collect during a learner’s association with us include:
We may process your personal data due to a legitimate business interest with your organisation/employer or with you, or in order to meet our contractual obligations. In this respect, we use your personal data for the following:
We may also process your personal data because it is necessary for the performance of our tasks carried out in the public interest or because it is necessary for our or a third party's legitimate interests. In this respect, we may use your personal data for the following:
We may also process your personal data for compliance with our legal obligations. In this respect, we may use your personal data for the following:
We may also process your personal data where:
For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we may share your personal data with certain third parties. Unless an opt-out is in place, we may disclose limited personal data to a variety of recipients including:
We may share limited information with other Capita Businesses for legitimate purposes as part of our necessary obligations for internal reporting, processing of invoices and payments and to update existing customers of service and product updates or opportunities available within Capita plc Group.
Information that we collect may be stored, processed and transferred between any of the countries in which we operate in or supply from in order to enable us to use the information in accordance with this privacy statement. International transfers outside of the EU, e.g. Capita India and the US will be managed under Privacy Shield agreed terms or via other adequate security assessments and data protection controls (including EU model clauses) to enable us to carry out our service obligations to our clients, suppliers and business partners.
Subject to any other notices that we may provide to you at the time of collecting your data, we may retain your personal data for a period of seven years after your association with us has come to an end or in accordance with our Data Retention periods. Where data is captured under a consent basis it will confirm the period specified at time of capture.
FSC only keeps data for as long as is necessary. Once the data has reached the end of its retention period the data is deleted. For further details on the Data Retention, please contact us using the details at the end of this document.
FSC offers various services to the public. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a publication to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.
FSC takes information security extremely seriously. Significant investment has been made in all our systems to create the most secure environment possible.
We continue to take all reasonable technical and organisational precautions to prevent the loss, misuse, or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted. We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
You are responsible for keeping your password and user details confidential. We will not ask you for your password (except when you log in to our systems).
FSC is the data controller for the information you provide during the process unless otherwise stated.
The information we ask for is used to assess your suitability for employment. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you are employed by FSC, relevant details about you will be provided to Capita HR Services who provide payroll services to FSC. This will include your name, bank details, address, date of birth, emergency contacts, National Insurance Number and salary.
We also offer opportunities for people to come and work with us on a secondment basis. We accept applications from individuals or from organisations who think they could benefit from their staff working with us.
Applications are sent directly to the FSC. Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you provided. We might ask you to provide more information about your skills and experience or invite you to an interview.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of 12 months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign.
Equal opportunities information is retained for 12 months following the closure of the campaign whether you are successful or not.
The FSC recognises the further rights of data subjects under the GDPR which include;
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
FSC tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of FSC’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint or query about the way we have processed your personal information, please contact the Compliance Officer using the details found at the bottom of this document.
Alternatively, if you are unhappy with our response, you have the right to complain to the Supervisory Authority, the details of which are below:
Supervisory Authority: Information Commissioner’s Office (ICO)
You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to:
FSC will work collaboratively with our clients to ensure that we fulfil all obligations under the Data Protection Act and GDPR regarding subject access requests. We may withhold such personal information to the extent permitted by law.
The Compliance Officer
The Fire Service College
Moreton in Marsh
Or by email to: ComplianceOfficer@fireservicecollege.ac.uk
Or by phoning Reception on: 01608 650831 and asking for FSC Compliance Officer.
The Fire Service College Limited is a registered data processor under the Information Commissions Office – Reg.no. Z3584953
We keep our privacy notice under regular review. This privacy notice was last updated on 9 May 2018.
Speak to a member of our team
01608 650 831