Privacy and Cookies

The short version

  • We collect information you submit through enquiries and applications, together with limited technical information needed to operate the website.
  • We use it to respond to you, manage applications, keep the website secure and, where you agree, understand how the site is used.
  • We only share information where it is needed to provide services, use trusted suppliers, or meet legal and safeguarding responsibilities.

This page covers keycollege.co.uk.YMCA Derbyshire also has a fuller Data Privacy Notice covering learner records, services, employment, volunteering, fundraising and other organisation-wide processing.

Read the full YMCA Derbyshire Data Privacy Notice

01

Who we are

YMCA Derbyshire is responsible for deciding how and why personal information is used in connection with YMCA Key College and this website. In data protection law, this means YMCA Derbyshire is the data controller.

Legal name
YMCA Derbyshire

Registered charity
1049904

Company number
03061837

Registered office
770 London Road, Wilmorton, Derby, DE24 8UT

02

Information we collect

Information you give us

Depending on what you choose to do on the website, this may include:

  • your name, email address and telephone number;
  • the campus and course you are interested in;
  • whether you have an Education, Health and Care Plan (EHCP);
  • information you add to an enquiry or application form; and
  • how you heard about Key College.

Information about health, disability or support needs may need extra protection. Please only include information that is relevant. We will give you more detailed privacy information if you continue into the full learner application process.

Information collected when you visit

Our website and its service providers may receive technical information such as your IP address, browser and device type, pages viewed, referring page, date and time of access, approximate location derived from your IP address, and your cookie choices. Optional analytics or advertising information should only be collected after you make the relevant cookie choice.

Information from other sources

We may receive information from a parent, carer, school, local authority, referral partner or another organisation where there is a lawful reason to share it. We may also receive information when you interact with our official social media pages.

03

How and why we use information

We only use personal information when we have a lawful reason. The main website activities are summarised below.

What we do Information used Lawful reason
Answer an enquiry or arrange a visit Contact details and your message Our legitimate interests in responding, or taking steps you ask us to take
Start a course application or referral Identity, contact, course, campus, EHCP and relevant support information Taking steps at your request; our legitimate interests; and legal, safeguarding or public-interest duties where they apply
Keep the website secure and working Technical, security and log information Our legitimate interests in running a secure, reliable website
Understand and improve the website Analytics information Your consent for optional analytics cookies and similar technologies
Show maps or social media content Device, usage and interaction information Your consent where the technology is not strictly necessary
Send email or text marketing Name, contact details and preferences Your consent, unless another lawful route clearly applies

Where special category information is needed, such as relevant health or disability information, we also identify an additional legal condition before using it. This may include substantial public interest, health or social care, or explicit consent, depending on the circumstances.

04

Who we share information with

We do not sell personal information. We may share it only when necessary and lawful, including with:

  • website hosting, form, email, IT support and security providers;
  • Aptem, if you continue into the learner application and onboarding process;
  • Google, for optional Analytics and embedded Maps services;
  • Meta, for optional Facebook or Instagram content and measurement technologies;
  • schools, local authorities, education funding bodies, awarding organisations and placement partners where relevant;
  • health, safeguarding, emergency or law-enforcement organisations where necessary; and
  • professional advisers, regulators and insurers where required.

Some providers may process information outside the UK. Where this happens, we use an approved legal safeguard, such as UK adequacy regulations or contractual protections, where required.

Aptem generally acts as YMCA Derbyshire’s processor when providing its learner platform. Read Aptem’s privacy information for information about Aptem’s own controller activities.

05

Cookies and similar technologies

Cookies are small files stored on your device. Similar technologies can remember choices, measure visits or allow content from another service to work. You can accept, reject or review optional categories through the website’s cookie controls.

Strictly necessary

Needed for core website functions, security and remembering your privacy choices. These cannot be switched off through the cookie tool.

Analytics

Helps us understand how the site is used so we can improve it. Current services may include Google Analytics. Used only with your consent.

Embedded content and media

Allows services such as Google Maps or social media content to load. These providers may receive information about your visit. Used only when the relevant consent is in place.

Marketing and measurement

May be used to measure campaigns or interactions across websites. Current services may include Meta technologies. Used only with your consent.

06

How long we keep information

We keep personal information only for as long as it is needed and in accordance with YMCA Derbyshire’s retention arrangements and legal responsibilities. Further information is available in the YMCA Derbyshire Data Privacy Notice.

When information is no longer required, we securely delete it or anonymise it.

07

Your rights

Depending on the circumstances, you may have the right to:

  • Ask for a copy of your personal information
  • Ask us to correct inaccurate or incomplete information
  • Ask us to delete information in certain circumstances
  • Ask us to restrict how we use information in certain circumstances
  • Object to certain uses, including direct marketing
  • Ask us to transfer information you gave us, where the right applies
  • Withdraw consent at any time where we rely on consent
  • Ask for human review of certain solely automated decisions, where the right applies

Some rights do not apply in every situation. We may ask for information to confirm your identity before acting on a request. Contact our Data Protection Officer and we will explain what applies.

08

Information for young people

We want this information to be understandable. If anything is unclear, you can ask a member of Key College staff, a parent, carer or another trusted adult to help you. You can also contact our Data Protection Officer directly.

Please do not put detailed medical, safeguarding or other highly sensitive information into a general website message unless it is necessary. If you need urgent safeguarding help, use the safeguarding contact route or speak to a trusted adult. Do not use a website form for an emergency.

09

Contact us or make a complaint

Privacy questions and rights requests

Data Protection Officer

YMCA Derbyshire
770 London Road
Wilmorton
Derby
DE24 8UT

enquiries@ymcaderbyshire.org.uk
Please use “Data protection enquiry” as the subject.

Data protection complaint

Tell us what has happened

We have a process for handling data protection complaints and will investigate your concern.

complaints@ymcaderbyshire.org.uk

Still unhappy with our response? You can complain to the Information Commissioner’s Office, the UK data protection regulator.

Make a complaint to the ICO

Changes to this notice

We review this page when our website, services, suppliers or the law changes. Important changes will be highlighted here and, where appropriate, communicated directly to people affected.