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DATA PROTECTION - STUDENTS

1. OVERVIEW

This section of the Data Protection Statement supplements our General Data Protection Statement and covers the processing of Personal Data relating specifically to Students. King’s Inns primary focus is the training of barristers. In furtherance of this aim the school provides full–time and part–time courses of education and training that enables law graduates (including graduates from the King’s Inns Diploma in Legal Studies) to be admitted to the degree of Barrister–at–Law and to be called to the Bar of Ireland. These courses include Advance Diploma Courses and relate to all courses.

2. how do we collect personal data?

We will only ever source Personal Data relating to Students in a way that would be generally expected. The primary source of Student Personal Data is directly from the Student. We may also receive Personal Data about Students indirectly, including from:

·         Teachers, examiners and invigilators of the Student

·         Anyone providing a reference for the Student 

·         Third parties and public sources

·         Class/Exam recordings and tutorials

3. CATEGORIES OF STUDENT PERSONAL DATA

The table below sets out the general categories of Personal Data that we collect in relation to Students. We have provided information about the Personal Data types that may be included in each Personal Data Category. We will always seek to minimise the Personal Data we process, and the relevant Personal Data types will only be collected where required for the purpose.

Personal Data Category DescriptionDescription
Contact DataContact Data may include a person’s email address, phone number, postal address, other communication details (e.g. Skype)
Identification Datamay include a person’s name, date of birth, driver’s license and passport information
Communications DataCommunications Data may include Personal Data included in communications with us over email, phone or letter.
Parking Datamay include vehicle make and model and vehicle registration number
Financial Datamay include your payment details.

4. OUR PROCESSING ACTIVITIES

Some of the Personal Data we collect comes from the application form that you must complete if you wish to participate in one of our educational courses, the Student Admission Declaration for the Degree of Barrister at Law we retain these in perpetuity.

We also obtain Personal Data while you are a student at the Kings Inns. This includes, in particular, Personal Data about your academic performance during the course of your studies.

We have set out in the table below, the general purpose of processing, the categories of Personal Data processed and the related lawful basis for processing.

Purpose/ActivityType of Personal DataLawful Basis for processing
Student Applications responding to queries/ reviewing student applications received/ entrance examinations/ sending acceptance/rejection lettersApplication Data/ Communications Data/ Grant/Bursary Data/ Financial DataContract/ Consent
Admission of students to all courses responding to queries/ completion of admissions procedures/ address any health related requirements of Student - This review may include criminal conviction informationAdmission Data/ Communications Data/ Health DataContract/ Consent
Course Management Provision of teaching and associated services/ Undertaking of Academic examinations and related administration / Student communications / Delivery of online classes and tutorials / Recording of classes • Examination of studentsContact Data/ Identity Data/ Education Data/ Health Data/ communications Data/ Log Data/ Online Exam DataContract/ Legal Obligation/ Consent
Student communications/ Delivery of online classes and tutorials/ Recording of classes/ Examination of students
Student Administration Maintaining student records/ Providing student ID cards / Library services/ IT and communication services/ Management of grievances and disciplinary actions/ Dealing with complaints and enquiriesContact Data/ Identity Data/ Education Data/ Student Record Data/ Communication Data/ Library Data/ Log Data/ Online Exam DataContract
Student FinanceFinancial Data/ Contact Data/ Identity DataContract
Management and administration of student financeContact Data/ Identity Data/ Education Data/ Student Record DataContract
Dining to schedule dining and take reservations / to manage dietary requirements / to ensure Students meet requirements for dining / for administration of the dining hall and numbers and to take paymentsContact Data/ Health Data (for dining requirements)/ Financial DataContract / Consent

5. RETENTION OF STUDENT PERSONAL DATA

In some circumstances it is not possible for us to specify in advance the period for which we will retain your Personal Data. In such cases we will determine the appropriate retention period based on balancing your rights against our legitimate interests. We may also retain certain Personal Data beyond the periods specified herein in some circumstances such as where required for the purposes of legal claims.

Our retention policy is as follows: 

Purpose of ProcessingRetention Period
Student Applications12 months for unsuccessful applicants, 24 months for appeal Until the student completes the course, plus one year or until any relevant appeals process or statutes of limitation of appeals have expired
Admission of StudentsUntil the student completes the course, plus one year or until any relevant appeals process or statutes of limitation of appeals have expired
Course ManagementUntil the student completes the course plus one year, or until any relevant appeals process or statutes of limitation of appeals have expired. Exam Scripts and Recordings are retained for 13 months
Student AdministrationUntil the student completes the course plus one year, or until any relevant appeals process or statutes of limitation of appeals have expired
Student FinancePayment details are deleted once the payment has been received. Record of the payment is maintained for 7 years
GraduationIn perpetuity
DiningAttendance is kept until the student completes the course.
Student TranscriptsStudent transcripts, attempts and sittings to include bursaries and prizes are held in perpetuity