Sageward LogoSAGEWARD

Privacy Policy

Your data protection rights and how we safeguard your personal information

Hertford Regional College
Updated: 8 August 2025

Privacy Policy

GDPR & DPA 2018 Compliant

Hertford Regional College (\'we\', \'us\', or \'the College\') is committed to protecting your privacy and ensuring the security of your personal data. This privacy policy explains how we collect, use, and protect your personal information when you use our educational platform, in compliance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018.

Data Controller: Hertford Regional College is the data controller for the personal information we collect and process.

Data We Collect

Personal Information

  • • Full name and display name
  • • Email address (primary contact)
  • • Student ID number
  • • Date of birth (for age verification)
  • • Phone number (optional)
  • • Academic year group and programme

Educational Data

  • • Course enrollments and academic progress
  • • Assignment submissions and grades
  • • Learning activity and engagement metrics
  • • Assessment results and feedback
  • • Attendance and participation records

Technical Data

  • • Device information and browser type
  • • IP address and location data
  • • Platform usage and navigation patterns
  • • Session data and login activity
  • • Accessibility preferences and settings

Legal Basis for Processing

Educational Contract: Processing necessary for the performance of our educational services contract with you
Legal Obligation: Compliance with educational regulations, safeguarding requirements, and record-keeping duties
Legitimate Interest: Platform security, fraud prevention, and educational service improvement
Consent: Analytics, marketing communications, and enhanced personalization features (you can withdraw at any time)

How We Use Your Data

Essential Services

  • • Provide secure access to educational content
  • • Track academic progress and performance
  • • Enable communication with tutors and peers
  • • Ensure platform security and prevent misuse
  • • Comply with educational and legal requirements

Enhanced Experience (With Consent)

  • • Personalize learning recommendations
  • • Analyze platform usage for improvements
  • • Send relevant course and career information
  • • Remember your preferences and settings
  • • Provide customized educational support

Data Sharing and Third Parties

We do not sell your personal data. We may share your information only in these limited circumstances:

  • • Educational Partners: Awarding bodies and placement providers (with your consent)
  • • Legal Requirements: When required by law or to protect safety
  • • Service Providers: Trusted partners who help operate our platform (under strict data processing agreements)
  • • Safeguarding: Relevant authorities when student welfare is at risk

Google Consent Management Platform

Our platform integrates with Google's Consent Management Platform (CMP) to provide enhanced privacy compliance with international standards including GDPR, CCPA, and the Transparency and Consent Framework (TCF) 2.2.

Google CMP Benefits
  • • Enhanced international privacy compliance
  • • Standardized consent management across platforms
  • • Real-time consent signal processing
  • • Transparent privacy choices for users
Your Control
  • • Granular consent controls for different purposes
  • • Easy withdrawal of consent at any time
  • • Clear information about data usage
  • • Educational context protections for minors
Google CMP v2
TCF 2.2 Compliant
GDPR Article 7

Data Retention

Academic Records7 years after course completion

Required for qualification verification and legal compliance

Learning Analytics3 years (anonymized)

Used for educational research and platform improvement

Account DataUntil account deletion requested

Active accounts maintained for continued access

Your Rights Under GDPR

Right of Access: Request a copy of your personal data
Right to Rectification: Correct inaccurate information
Right to Erasure: Request deletion (subject to legal requirements)
Right to Restrict Processing: Limit how we use your data
Right to Data Portability: Receive your data in a portable format
Right to Object: Object to certain types of processing
Right to Withdraw Consent: Change your mind about optional processing
Right to Complain: Contact the ICO if you have concerns
Cookie & Privacy Preferences

You can manage your cookie preferences and withdraw consent at any time. Our platform uses Google's Consent Management Platform (CMP) for enhanced privacy compliance with international standards including GDPR and TCF 2.2.

Google CMP
TCF 2.2

Special Protections for Students Under 18

  • • Enhanced privacy protections apply to students under 18
  • • Parental consent may be required for certain non-essential features (under 16)
  • • Limited data sharing with clear educational justification
  • • Regular review of data processing practices for minors
  • • Clear, age-appropriate explanations of data use

Data Security

We implement appropriate technical and organizational measures to protect your personal data:

EncryptionData encrypted in transit and at rest
Access ControlRole-based access with regular review
MonitoringContinuous security monitoring and logging

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by email and through the platform. The \'Last Updated\' date at the top shows when this policy was last revised.

Contact Us

Data Protection Officer
dpo@hrc.ac.uk
01992 411 411
Privacy Enquiries
privacy@hrc.ac.uk
Hertford Regional College
Ware Campus, Scotts Road
Ware, Hertfordshire SG12 9JF

ICO Registration: Hertford Regional College is registered with the Information Commissioner\'s Office (ICO). If you are not satisfied with our response to your privacy concerns, you have the right to complain to the ICO atico.org.uk