Website Privacy Policy

Introduction

Coleg Sir Gâr and Coleg Ceredigion (“we”, “our”, or “us”) are committed to protecting your privacy and ensuring your personal data is handled securely and transparently. This Privacy Policy explains how we collect, use, and safeguard your information when you use our websites.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

Last updated - 20/08/2025

  • Coleg Sir Gâr and Coleg Ceredigion are further education colleges based in Wales, UK. For data protection purposes, we are the data controllers of your personal data.

    Contact details:
    Data Protection Officer
    Email: dataprotectionofficer@colegsirgar.ac.uk
    Address: Graig Campus, Sandy Road, Llanelli, Carmarthenshire, SA15 4DN

  • We may collect and process the following types of personal data when you use our websites:

    • Name and contact details (e.g. email, phone, address)
    • Information you provide via forms (e.g. course enquiries, applications)
    • IP address and device information
    • Language preferences
    • Website browsing activity via cookies and analytics
    • Any other information you choose to submit

  • We collect your personal data through:

    • Forms you complete on our websites
    • Cookies and tracking technologies that record browsing behaviour
    • Third-party integrations such as analytics and marketing tools

    For more details, see our Cookie Policy.

  • We process your personal data to:

    • Provide services or information you request
    • Respond to your enquiries and communicate with you
    • Improve the functionality, security, and user experience of our websites
    • Send marketing communications where you have opted in
    • Analyse website traffic and usage patterns
    • Comply with legal and regulatory obligations

  • We process personal data under the following legal bases:

    • Consent – where you have given us permission (e.g. for marketing or optional cookies)
    • Legitimate interests – to improve our services and understand website usage
    • Contractual necessity – when providing a service you have requested
    • Legal obligation – when required to comply with the law

  • We do not sell your personal data. However, we may share it with trusted third parties that help us operate our websites and deliver services. These may include:

    • HubSpot – for contact form and communications management
    • Google Analytics – to analyse website traffic
    • reCAPTCHA – to protect forms from spam
    • Embedded media or other approved processors where required

    All third parties are contractually bound to keep your data secure and compliant with data protection laws.

  • Some of our service providers (e.g. HubSpot, Google) may process your data outside the UK or EU. Where this occurs, we ensure that appropriate safeguards, such as Standard Contractual Clauses (SCCs), are in place.

  • We retain personal data only as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and purpose of collection.

  • Our website is not intended for children under 13, and we do not knowingly collect their personal data. If you believe we have collected data from a child under 13 without appropriate consent, please contact us, and we will delete it.

    For applicants under 18 submitting forms, additional parental or guardian consent may be required.

  • We use appropriate technical and organisational measures to safeguard your personal data against loss, misuse, unauthorised access, disclosure, or alteration.

  • We do not use personal data collected via our websites for automated decision-making or profiling.

  • Under UK GDPR, you have the following rights:

    • Access – request a copy of the personal data we hold about you
    • Rectification – correct inaccurate or incomplete data
    • Erasure – request deletion of your data (“right to be forgotten”)
    • Restriction – limit how we process your data
    • Objection – object to processing based on legitimate interests or direct marketing
    • Data portability – request your data in a transferable format
    • Withdraw consent – where processing is based on consent
    • Complain to the ICO – https://ico.org.uk/make-a-complaint/

    To exercise any of these rights, please contact our Data Protection Officer using the details above.

  • Our website uses cookies to improve your browsing experience and analyse traffic. When you first visit, you’ll be presented with a cookie consent banner giving you the option to accept, reject, or customise your cookie preferences.

    For more details, see our Cookie Policy.

  • We may update this Privacy Policy from time to time. When we do, we’ll update the “Last Updated” date at the top of this page. We encourage you to review this policy periodically.