This Privacy Policy explains how Manchester Arts and Trade Academy (MATA) collects, uses, stores and shares personal information through its website and related online enquiry, referral and contact routes. It is intended for publication on the MATA website and should be read alongside MATA’s safeguarding, learner records, retention, data protection and cookies information.

1. Who we are

Manchester Arts and Trade Academy (MATA) is a post-16 provision and training provider. For data protection purposes, MATA is usually the controller of personal information collected through its website unless another organisation is clearly identified as the controller for a particular service or form.

Controller details: Learning Zone Project Ltd, 28 Charles Street, Stockport, SK1 3JR, Company Registration No. 15433558

Data protection contact: admin@matacademy.co.uk

2. What personal information we collect

Depending on how you use the website, MATA may collect the following information:

• Identity and contact details, such as name, address, email address, telephone number, date of birth and relationship
  to a learner.

• Enquiry or referral information, such as programme interests, current/previous education, support needs, SEND/EHCP information, attendance, behaviour, safeguarding or wellbeing information where relevant to a referral or enquiry.

• Communications, such as messages submitted through forms, emails, telephone notes or requests for information.

• Technical information, such as IP address, device information, browser type, pages visited, time/date of access and cookie preferences.

• Special category or sensitive information, such as health, SEND, disability, safeguarding, ethnicity or other information where this is necessary for learner support, safeguarding, equality monitoring or legal obligations.

• Information about criminal allegations, offences or safeguarding risks where this is necessary and lawful for safeguarding, suitability, risk assessment or legal compliance.

3. How we collect information

• Directly from you when you complete website forms, email or telephone MATA, request information, apply, enquire or make a complaint.

• From learners, parents/carers, guardians or representatives.

• From schools, colleges, local authorities, social care, health professionals, employers, commissioners, awarding organisations or other relevant agencies involved in education, training, safeguarding or support.

• Automatically through cookies, server logs and similar technologies when you use the website.

4. Why we use personal information

• To respond to enquiries, referrals, applications, complaints and requests for information.

• To assess suitability for programmes, training, support, funding or referral pathways.

• To provide education, training, learner support, safeguarding, pastoral support and reasonable adjustments.

• To communicate with learners, parents/carers, placing authorities, employers, partners and professionals where appropriate.

• To keep learners, staff and visitors safe, including identifying and responding to safeguarding, Prevent, wellbeing or risk concerns.

• To manage quality assurance, audit, reporting, funding, contracts and legal obligations.

• To improve the website, understand usage, maintain security and prevent misuse.

• To meet equality, accessibility, complaints and regulatory responsibilities.

5. Lawful bases for using information

MATA will only use personal information where there is a lawful basis under UK data protection law. Depending on the circumstances, the lawful bases may include:

• Consent, for example for some optional communications or non-essential cookies. Consent can be withdrawn at any time.

• Contract or steps before entering into a contract, for example where a learner or commissioner asks MATA to provide education or training services.

• Legal obligation, for example safeguarding, health and safety, equality, funding, audit, complaint handling and record-keeping duties.

• Public task, where MATA carries out education, safeguarding or training functions in the public interest or under official authority.

• Legitimate interests, for example responding to enquiries, managing services, protecting systems, improving provision and communicating with partners, provided individual rights and freedoms do not override those interests.

• Vital interests, where information must be used to protect someone’s life or immediate safety.

For special category information, MATA will also rely on an additional condition, such as explicit consent, substantial public interest, safeguarding of children and individuals at risk, health or social care, employment/social protection law, legal claims, or equality monitoring where applicable. Information about criminal offences or allegations will only be used where lawful and necessary.

6. Safeguarding and information sharing

MATA may share personal information where necessary to safeguard children, young people or adult learners at risk. This may include sharing with local authority children’s or adult social care, the Manchester Safeguarding Partnership, the police, Prevent/Channel partners, health services, schools, colleges, placing authorities, parents/carers or other relevant professionals. Where there is an immediate risk of harm, MATA may share information without consent where lawful and necessary.

7. Who we share information with

Where necessary and lawful, MATA may share information with:

• Local authorities, commissioners, schools, colleges, training providers and alternative provision partners.

• Parents/carers, guardians, advocates or representatives where appropriate and lawful.

• Safeguarding partners, social care, police, health services, emergency services and Prevent/Channel partners.

• Awarding bodies, qualification providers, regulators, inspectors, funding bodies and auditors.

• Employers, work placement providers and apprenticeship/training partners.

• IT, website, email, MIS, safeguarding, analytics, cloud storage and professional service providers who process information on MATA’s behalf.

• Legal advisers, insurers or other professional advisers where required.

8. Cookies and website analytics

The website may use cookies and similar technologies. Necessary cookies help the website work and do not usually require consent. Optional cookies, such as analytics, embedded media or marketing cookies, should only be used where consent has been obtained unless an exemption applies. Users should be able to manage or withdraw non-essential cookie consent through the website’s cookie controls.

9. How long we keep information

MATA will keep personal information only for as long as necessary for the purpose for which it was collected, including education, training, safeguarding, funding, legal, audit and complaint requirements. Retention periods may differ depending on the type of record. Website enquiry records that do not lead to a learner placement should be kept for a limited period unless there is a safeguarding, legal, complaint or audit reason to keep them longer. MATA should maintain a separate retention schedule for learner, safeguarding, HR, finance and website records.

10. Security

MATA will use appropriate technical and organisational measures to protect personal information, including access controls, secure systems, staff training, confidentiality expectations, due diligence on processors and procedures for responding to suspected data breaches.

11. International transfers

Some website, cloud, email, analytics or IT suppliers may process information outside the UK. Where this happens, MATA will take steps to ensure appropriate safeguards are in place, such as adequacy regulations, approved contractual safeguards or other lawful transfer mechanisms.

12. Your rights

Depending on the circumstances, individuals may have rights to:

• be informed about how personal information is used;

• access a copy of their personal information;

• ask for inaccurate information to be corrected;

• ask for information to be deleted in certain circumstances;

• ask MATA to restrict processing in certain circumstances;

• object to processing in certain circumstances;

• data portability where it applies;

• withdraw consent where processing is based on consent;

• complain to the Information Commissioner’s Office (ICO).

These rights are not absolute and may be limited by safeguarding, legal, regulatory or record-keeping requirements. To exercise rights, contact: admin@matacademy.co.uk

13. Children and young people

MATA’s website may be used by young people, parents/carers and professionals. MATA will explain privacy information in a clear way and will consider the age, understanding, vulnerability and best interests of young people when using their information. Where appropriate, MATA may involve parents/carers or representatives, but safeguarding and confidentiality duties will always be considered.

14. Complaints

If you are concerned about how MATA uses personal information, contact MATA first using the details above. You can also complain to the Information Commissioner’s Office (ICO). The ICO is the UK regulator for data protection.

15. Changes to this policy

MATA may update this Privacy Policy from time to time. The latest version will be published on the website with the date of update.