MANCHESTER CITY COLLEGE LIMITED

PRIVACY NOTICE

Last updated: 8 September 2026
Company number: 06223147

1. About this Privacy Notice

Manchester City College Limited ("Manchester City College", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect personal information when you:

• visit our website at https://www.manchestercitycollege.org/;

• contact us by telephone, email or through our website;

• enquire about our courses, examinations or services;

• subscribe to receive information or updates from us;

• apply for or enrol on a course;

• register for or enquire about examinations, including SELT examinations;

• communicate with us as a learner, candidate, customer, staff member, tutor, partner or other individual; or

• otherwise provide personal information to Manchester City College.

This Privacy Notice is intended to explain your rights and how we comply with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations (PECR).

2. Who is responsible for your personal information?

Manchester City College Limited is the organisation responsible for the personal information covered by this Privacy Notice.

Registered office:

Manchester City College Limited
1st Floor
372–376 Dickenson Road
Longsight Market
Manchester
M13 0WQ

Company number: 06223147

If you have any questions about this Privacy Notice or how we handle your personal information, please contact us through the contact details provided on our website.

3. What personal information may we collect?

Depending on how you interact with us, we may collect information including:

Contact information

• name;

• email address;

• telephone number;

• postal address;

• organisation or employer details where relevant.

Course and learner information

• course enquiries;

• applications and enrolment information;

• learner records;

• attendance and participation information;

• assessment and examination information;

• qualifications and certificates;

• information relating to learning support where relevant.

SELT and examination information

Where you enquire about or participate in an examination or related service, we may process information required to administer the service, verify identity and eligibility, communicate with you and meet applicable examination or regulatory requirements.

The precise information collected will depend on the examination, service and requirements of the relevant awarding, examination or regulatory organisation.

Website and technical information

When you use our website, certain technical information may be collected automatically, depending on the website's configuration. This may include:

• IP address;

• browser type;

• device type;

• operating system;

• approximate location derived from technical information;

• pages visited;

• date and time of visits;

• referring website;

• website interaction information; and

• cookie or similar technology information.

Further information about cookies is provided in our Cookie Policy.

4. How do we collect personal information?

We may collect personal information:

• directly from you;

• when you complete a form on our website;

• when you contact us by email or telephone;

• when you subscribe to receive updates;

• when you enquire about or enrol on a course;

• when you register for or enquire about an examination;

• when you communicate with our staff;

• from organisations or partners involved in delivering a service to you; or

• automatically through your use of our website, including through cookies or similar technologies.

5. How do we use your personal information?

We may use personal information to:

• respond to enquiries;

• provide information about our courses and services;

• process applications and enrolments;

• administer courses and learning activities;

• arrange and administer examinations;

• communicate with learners, candidates and customers;

• provide certificates or other relevant documentation;

• maintain learner and candidate records;

• provide learner support;

• administer payments and invoices where applicable;

• communicate important service or administrative information;

• manage our relationship with you;

• maintain the security of our website, systems and premises;

• monitor and improve our services;

• comply with legal, regulatory and contractual obligations;

• prevent fraud, misuse or other unlawful activity; and

• send marketing or updates where we are permitted to do so and, where required, you have provided consent.

6. Our lawful bases for processing

We will only process personal information where we have a lawful basis to do so.

Depending on the circumstances, this may include:

Contract

Where processing is necessary to provide a course, examination, service or other agreement with you.

Legal obligation

Where we need to process information to comply with a legal or regulatory obligation.

Legitimate interests

Where processing is necessary for our legitimate business, educational, administrative, security or operational interests, provided those interests are not overridden by your rights and interests.

Consent

Where we ask you to provide consent, for example for certain marketing communications or non-essential cookies.

Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

7. Sharing personal information

We may share personal information where necessary and lawful with:

• examination and awarding organisations;

• regulators and relevant public authorities;

• education and training partners;

• professional advisers;

• IT, hosting and software service providers;

• payment and financial service providers where applicable;

• email and communications service providers;

• website and technical service providers;

• auditors or quality assurance organisations;

• law enforcement or other authorities where legally required; and

• other organisations where you have asked us to provide information or where we have another lawful basis to do so.

We do not sell personal information to third parties.

Where we use third-party service providers, we take appropriate steps to ensure that personal information is handled securely and only used for authorised purposes.

8. International transfers

Some of the technology and service providers we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place in accordance with applicable data protection legislation.

9. How long do we keep personal information?

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, accounting, examination and reporting requirements.

Retention periods may differ depending on the type of information.

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

10. How we protect personal information

We take reasonable and appropriate technical and organisational measures to protect personal information against:

• unauthorised access;

• accidental loss;

• destruction;

• alteration;

• disclosure; and

• other unlawful or unauthorised processing.

Access to personal information is limited to people who need it for legitimate business, educational, administrative or legal purposes.

11. Your data protection rights

Subject to applicable legal conditions and exemptions, you may have the right to:

• request access to the personal information we hold about you;

• request correction of inaccurate or incomplete information;

• request deletion of your personal information;

• request restriction of processing;

• object to certain processing;

• request transfer of certain personal information to another organisation; and

• withdraw consent where processing is based on consent.

You may also have rights relating to automated decision-making and profiling where applicable.

If you wish to exercise any of these rights, please contact Manchester City College using the contact details provided on our website.

We may need to verify your identity before responding to a request.

12. Marketing communications

Where permitted by law, we may send information about our courses, services, events or updates.

Where consent is required, we will ask for it before sending marketing communications.

You can unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us.

13. Children and young people

Our services may be accessed by learners and candidates of different ages.

Where we process personal information relating to children or young people, we take appropriate steps to ensure that information is processed lawfully, fairly and securely.

Where applicable, additional safeguards may be used depending on the nature of the service and the individual's age.

14. Website links

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices or content of third-party websites.

You should review the privacy information provided by those websites before submitting personal information to them.

15. Cookies

Our website may use cookies and similar technologies.

Cookies may be used for essential website functionality, security, preferences, analytics and other purposes depending on the configuration of the website.

Further information is provided in our Cookie Policy.

Where consent is required for non-essential cookies or similar technologies, we will provide an appropriate mechanism for users to make their choice.

16. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, technology, legal requirements or data protection practices.

The latest version will be published on our website.

Last updated: 8 September 2026

17. Complaints

If you have concerns about how we have handled your personal information, please contact Manchester City College first so that we have an opportunity to address your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

Information about making a complaint is available from the ICO website.

18. Contact

If you have questions about this Privacy Notice, wish to exercise your data protection rights or have a concern about how your personal information is handled, please contact Manchester City College using the contact details published on our website.

Manchester City College Limited
1st Floor, 372–376 Dickenson Road
Longsight Market
Manchester
M13 0WQ

Website: https://www.manchestercitycollege.org/

MANCHESTER CITY COLLEGE LIMITED

COOKIE POLICY

Last updated: 8 September 2026

1. About this Cookie Policy

This Cookie Policy explains how Manchester City College Limited ("Manchester City College", "we", "us" or "our") uses cookies and similar technologies when you visit:

https://www.manchestercitycollege.org/

This policy should be read alongside our Privacy Notice.

2. What are cookies?

Cookies are small text files or similar technologies that may be stored on your device when you visit a website.

They can allow a website to remember information about your visit, recognise your device, maintain security, remember preferences and, where permitted, understand how visitors use a website.

The term "cookies" in this policy also includes similar technologies that store information on, or access information from, your device.

3. Why do we use cookies?

Depending on the configuration of our website, cookies and similar technologies may be used for:

• essential website functionality;

• website security;

• remembering user preferences;

• improving website performance;

• understanding how visitors use the website;

• measuring website traffic;

• improving our services and website content; and

• other purposes described in the cookie consent information displayed on the website.

4. Strictly necessary cookies

Some cookies or similar technologies may be necessary for the website to operate securely and provide functionality requested by visitors.

Where a cookie is strictly necessary for a service requested by the user, consent may not be required.

These technologies may support functions such as:

• website security;

• page functionality;

• maintaining a session;

• remembering necessary settings; and

• preventing abuse or malicious activity.

5. Analytics and performance technologies

Where we use analytics or similar technologies, they may help us understand:

• how visitors arrive at our website;

• which pages are visited;

• how visitors interact with the website;

• website performance; and

• areas where the website could be improved.

Non-essential analytics cookies or similar technologies will only be used where the required consent has been obtained.

6. Marketing and advertising technologies

If marketing, advertising, tracking pixels or similar technologies are introduced to the website, these will be reviewed to determine whether consent is required.

Where consent is required, such technologies will not be activated until the appropriate consent has been provided.

Manchester City College does not sell personal information to advertisers.

7. Third-party cookies and technologies

Some content or services provided through our website may involve third-party providers.

For example, third-party technologies may be used for website functionality, embedded content, analytics, communications or other services.

Where third-party technologies store or access information on a user's device, we will assess the technology and provide appropriate information and consent mechanisms where required.

Third-party providers may have their own privacy and cookie policies, which users should also review.

8. Managing your cookie preferences

Where non-essential cookies or similar technologies are used, visitors will be provided with an appropriate mechanism to accept or reject them.

You may also be able to control cookies through your web browser.

However, disabling some cookies may affect the functionality of the website.

You can change or withdraw your cookie preferences using the cookie settings mechanism provided on our website, where available.

9. Cookies and personal information

Some cookies or similar technologies may involve the processing of personal information.

Where this occurs, Manchester City College will process that information in accordance with applicable data protection legislation and our Privacy Notice.

10. Changes to this Cookie Policy

We may update this Cookie Policy when we change the technologies used on our website or when applicable legal or regulatory requirements change.

We will review the technologies used on the website periodically to ensure that our cookie information remains accurate.

Last updated: 8 September 2026

11. Contact

If you have questions about our use of cookies or similar technologies, please contact:

Manchester City College Limited
1st Floor, 372–376 Dickenson Road
Longsight Market
Manchester
M13 0WQ

Website: https://www.manchestercitycollege.org/

MANCHESTER CITY COLLEGE LIMITED

DATA PROTECTION POLICY

Policy owner: Manchester City College Limited
Company number: 06223147
Effective date: 8 September 2026
Review date: September 2027

1. Purpose

Manchester City College Limited ("Manchester City College", "we", "us" or "our") is committed to protecting the privacy and security of personal information entrusted to us.

This Data Protection Policy explains the principles and arrangements we use when collecting, using, storing, sharing and disposing of personal information.

The policy applies to personal information processed by Manchester City College in connection with its educational, examination, administrative and business activities.

2. Scope

This policy applies to:

• directors and employees;

• tutors and teaching staff;

• temporary staff;

• contractors and consultants;

• volunteers;

• authorised third parties acting on our behalf; and

• anyone else who has authorised access to personal information held by Manchester City College.

It applies to personal information held electronically and in paper records.

3. Data protection legislation

Manchester City College will comply with applicable UK data protection legislation, including:

• the UK General Data Protection Regulation (UK GDPR);

• the Data Protection Act 2018;

• the Privacy and Electronic Communications Regulations (PECR), where applicable; and

• other applicable data protection or privacy legislation.

4. Data protection principles

Manchester City College will seek to ensure that personal information is:

1. processed lawfully, fairly and transparently;

2. collected for specified, explicit and legitimate purposes;

3. adequate, relevant and limited to what is necessary;

4. accurate and kept up to date where necessary;

5. retained only for as long as necessary;

6. processed securely and protected against unauthorised or unlawful processing, loss, destruction or damage; and

7. handled in accordance with applicable accountability requirements.

5. Lawful processing

Before processing personal information, Manchester City College will identify an appropriate lawful basis.

Depending on the circumstances, this may include:

• consent;

• performance of a contract;

• compliance with a legal obligation;

• protection of vital interests;

• performance of a task carried out in the public interest where applicable; or

• legitimate interests.

Where special category information is processed, an appropriate additional condition will be identified where required by law.

6. Data minimisation

Manchester City College will only collect and use personal information that is reasonably necessary for the relevant purpose.

Staff should not request or retain personal information simply because it may be useful in the future.

7. Accuracy

Reasonable steps will be taken to ensure that personal information is accurate and, where necessary, kept up to date.

Where inaccurate information is identified, it should be corrected as soon as reasonably practicable.

8. Security

Manchester City College will use appropriate technical and organisational measures to protect personal information.

Depending on the circumstances, these measures may include:

• access controls;

• passwords and authentication;

• secure systems and software;

• restricted access to learner and candidate information;

• secure storage;

• appropriate staff training;

• secure disposal of records;

• malware and security protections;

• confidentiality arrangements; and

• appropriate supplier controls.

Staff must not share passwords or provide access to personal information to individuals who are not authorised to receive it.

9. Staff responsibilities

Anyone handling personal information on behalf of Manchester City College is expected to:

• keep personal information confidential;

• only access information they are authorised to access;

• only use information for legitimate purposes;

• follow organisational procedures;

• keep information secure;

• report suspected data breaches promptly;

• avoid unnecessary copying or downloading of personal information; and

• complete relevant data protection training where required.

10. Learner and candidate information

Manchester City College may process personal information relating to learners and examination candidates for purposes including:

• admissions and enrolment;

• course administration;

• attendance;

• assessment;

• examination administration;

• certification;

• learner support;

• quality assurance;

• funding and reporting;

• regulatory compliance; and

• communication.

Where information must be shared with an examination, awarding or regulatory organisation, this will be done where there is an appropriate lawful basis.

11. Special category information

Special category information includes information such as health information, racial or ethnic origin, religious beliefs and certain other categories of particularly sensitive information.

Manchester City College will only process special category information where an appropriate lawful condition exists and where appropriate safeguards are in place.

Staff should not collect sensitive information unless there is a legitimate and authorised reason to do so.

12. Data retention

Manchester City College will maintain appropriate retention arrangements.

Information will not be retained indefinitely without a legitimate reason.

Retention periods will take account of:

• legal requirements;

• regulatory requirements;

• examination and awarding requirements;

• contractual requirements;

• funding and audit requirements;

• operational needs; and

• the potential need to establish, exercise or defend legal claims.

When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

13. Sharing information

Personal information may be shared with third parties where there is a lawful basis to do so.

This may include:

• examination and awarding organisations;

• regulators;

• government departments and public authorities;

• education and training partners;

• professional advisers;

• IT and software providers;

• website and hosting providers;

• payment providers;

• auditors and quality assurance bodies; and

• law enforcement authorities where legally required.

Personal information will not be sold to third parties.

14. Third-party suppliers

Where a third party processes personal information on behalf of Manchester City College, appropriate arrangements will be put in place.

Depending on the circumstances, this may include contractual data protection requirements, confidentiality obligations, security requirements and restrictions on the use of personal information.

15. International transfers

Where personal information is transferred outside the United Kingdom, Manchester City College will ensure that appropriate safeguards and lawful transfer mechanisms are used where required.

16. Individual rights

Individuals have rights under applicable data protection legislation.

Depending on the circumstances, these may include the right to:

• access personal information;

• correct inaccurate information;

• request deletion;

• restrict processing;

• object to processing;

• request data portability; and

• withdraw consent where consent is the lawful basis.

All requests will be considered in accordance with applicable legal requirements.

17. Data breaches

A personal data breach may include:

• loss or theft of personal information;

• sending information to the wrong person;

• unauthorised access;

• accidental disclosure;

• hacking or malware;

• loss of a device containing personal information; or

• inappropriate access or use of personal information.

Any suspected personal data breach must be reported to the appropriate person within Manchester City College as soon as possible.

Manchester City College will assess reported incidents and, where required, notify the Information Commissioner's Office or affected individuals within the applicable legal timescales.

18. Data protection by design

Where new systems, services or processes involve personal information, Manchester City College will consider data protection and privacy requirements at an early stage.

Where processing is likely to create a high risk to individuals' rights and freedoms, an appropriate data protection impact assessment may be undertaken.

19. Website and cookies

Manchester City College will maintain appropriate privacy information on its website.

Where cookies or similar technologies are used, the organisation will:

• identify the technologies being used;

• understand their purpose;

• provide appropriate information to website users;

• obtain consent where required;

• avoid activating non-essential technologies before required consent is obtained; and

• periodically review website technologies.

The website Cookie Policy provides further information.

20. Marketing

Marketing communications will be undertaken in accordance with applicable privacy and electronic communications requirements.

Where consent is required, it will be obtained before marketing communications are sent.

Individuals will be provided with an appropriate means of opting out of marketing communications.

21. Training and awareness

Manchester City College will take reasonable steps to ensure that staff and other individuals who handle personal information understand their data protection responsibilities.

Relevant staff may be required to undertake data protection, confidentiality, safeguarding, information security or related training.

22. Accountability and records

Manchester City College will maintain appropriate records and documentation to demonstrate compliance with data protection requirements where required.

Policies, procedures, training and arrangements will be reviewed periodically and updated when necessary.

23. Complaints

Individuals who have concerns about the handling of their personal information should contact Manchester City College.

Individuals also have the right to complain to the Information Commissioner's Office where they believe their data protection rights have not been respected.

24. Review

This policy will be reviewed at least annually and sooner where there are significant changes to legislation, regulatory requirements, services, systems or organisational arrangements.

Policy owner: Manchester City College Limited
Effective date: 8 September 2026
Next review: September 2027

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