At CCEA, we’re committed to respecting and protecting your personal information. This Privacy Notice explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. This includes data collected via:
- our website, marketing or research;
- participation in CCEA events, training or examinations;
- contact with us through email, phone, social media or post; and
- employment and contract work within the organisation.
“We” includes information from the CCEA Awarding Organisation, the CCEA Regulator and the Northern Ireland Curriculum.
General Data Protection Regulation (GDPR)
Any information you provide will be held securely and in accordance with the General Data Protection Regulation. CCEA has a legal duty to protect any information collected from you.
The Information we collect about you and how we use it.
CCEA interact with many people on a daily basis, each differing in experience and user need. To help you identify the information we collect, how we use your personal information you can select and view the relevant services that we provide to you.
- Job Applicants
- Employees and Contract for Services
- Social Media
- Marketing, Communications and Events
In running and maintaining our website we may collect the following data about you:
- information that you provide when you communicate with us by any means (for example by emailing us);
- information that you provide when you complete online surveys, for example customer satisfaction surveys;
- information we get from your use of our services. We collect information about the services that you use and how you use them, like when you watch a video on ccea.org.uk, visit a web page or activity, access Results Online or Central login etc. This information includes:
We collect device-specific information (such as your hardware model, operating system version, unique device identifiers, and mobile network information).
When you use our services or view content provided by ccea.org.uk, we automatically collect and store certain information in server logs. This includes:
- details of how you used our service, such as your search queries;
- telephony log information like your phone number, calling-party number, forwarding numbers, time and date of calls, duration of calls and types of calls;
- Internet Protocol (IP) address;
- device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of your request and referral URL;
- cookies that may uniquely identify your browser or your Google Account;
- location information; and
- links – In order to provide improved services for you we may keep a track of how you interact with links across our services. This includes emails we send you and when clicking on pages on our websites or applications. If you click on an external link on our website the website operator might figure out that you came from the CCEA website along with other information like audience characteristics, cookies and your IP address.
We may collect and store information (including personal information) locally on your device using mechanisms such as browser web storage (including HTML 5) and application data caches.
Cookies and similar technologies
The CCEA website use various technologies to collect and store information when you visit a Google service, and this may include using cookies or similar technologies to identify your browser or device.
Our Google Analytics and Google Ads products help us analyse the traffic to our websites and apps and to make advertising messages more relevant. Google Analytics information is linked, by the Google Analytics customer or by Google, using Google technology, with information about visits to multiple sites.
How we use the information the website collects about you
CCEA may use your personal information:
- to analyse and improve the services offered on CCEA websites. When you contact the CCEA website, we keep a record of your communication to help solve any issues you might be facing. We may use your email address to inform you about our services, such as letting you know about upcoming changes or improvements. We will ask for your consent before using information for a purpose other than those that are set out in this Privacy Notice. The CCEA website processes personal information on our servers. We may process your personal information on a server located outside the country where you live.
Visiting the CCEA website from another site
When you are directed to the CCEA website from another site, CCEA may receive personal information relating to you from the other site(s). You should read the privacy policies for these sites, as these will govern the use of any personal information that you provide and which is then provided to CCEA.
Linking to another site
Any personal information that you give to CCEA is not passed on to any other website. However, the CCEA website contains links to other sites. You should always be aware when you follow one of these links that this Privacy Notice applies only to the CCEA website. You should also read the privacy statement(s) of any other site(s) that may collect personal information about you.
How do we protect your data on our website
We work hard to ensure the security of ccea.org.uk and our users from unauthorized access to, disclosure or destruction of information we hold. In particular:
- we will encrypt many of our services using SSL in particular forms with user data or logins. You should not disclose any information if you do not see the lock on the browser and you should always keep any usernames and passwords secure, do not share this information with anyone else;
- we constantly review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems; and
- we restrict access to personal information to CCEA employees and contractors who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these requirements.
- The CCEA website and some of the tools and services it links to use a number of cookies. To help us meet the needs of our users, we use Google Analytics to collect information about how people use the CCEA website.
- Google Analytics stores information about what pages you visit, how long you are on the website, how you got here and what you click on. Through this, we cannot identify who you are and do not collect or store your personal details such as your name or address.
- CCEA also uses Google Ads Cookies which ensure that advertisements are properly displayed and in some cases selecting advertisements that are based on CCEAs interests.
Social Media cookies
CCEA Job Applicants
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your application form including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications.
- Any information you provide to us during an interview, assessment centre etc and the results of any written or online selection tests.
As part of the recruitment process, we may also collect, store and use special categories of more sensitive personal information for example information about your race or ethnicity, religious beliefs, sexual orientation and political opinions as well as information about your health, including any medical condition, health and sickness records and information about criminal convictions and offences.
We will also collect personal information about applicants from a range of sources including the applicants themselves, recruitment agencies involved in the recruitment, Access NI and named referees, from whom we will seek references if an applicant is successful.
We will use the personal information we collect about applicants to assess skills, qualifications, and suitability for the role, carry out background and reference checks, where applicable, communicate with applicants, keep records related to our recruitment processes and to comply with legal or regulatory requirements (for example to prevent discrimination during our recruitment process or employ someone who does not have the right to work in the UK).
We process personal data relating to those learners who enter for a CCEA qualification. This includes sitting a CCEA examination, completing coursework and assessments. CCEA processes information in the marking of examination papers, the delivery of results to learners, the certification of results and the permanent record of these results.
The personal data may include identifiers such as:
- Candidate number for examinations and ULN (Unique Learner Number)
- Date of birth
- School, college or training organisation you are registered with as your examinations centre
- Subjects and levels entered for examination and assessment
- Performance information such as examination and assessment marks and/or grades.
- Applications for enquiries, appeals and special consideration information (if applicable) – this may include information we consider ‘sensitive’ as it may be information that your school or college feels we need to know when considering examination and assessments. For example, there may be medical information that is important when it comes to your results.
- Proof of identity information (for the purposes of process Subject Access Request and using the Results Registry services for example)
This information is shared with CCEA by your school or college. We will not disclose it to anyone else unless we are required to by law. For example, we will not disclose your examination or assessment information with anyone other than your centre or with you (we may need parental/guardian consent for this).
There may be occasions where we take photographs or video footage. For example, we may do this at events such as at the Celebrate with CCEA award ceremony. We may wish to use the photographs or video for use on our website or in documents we produce. At any time we take your photograph/video footage we will ask for consent from you or your parent / guardian. We will not put photographs or video footage of you on social media, in any of our publications or on our website without having consent to do so.
There are some occasions when we are required to share some of your personal data with:
- University/college places: We may share your examination and assessment results with universities for those who are applying for university. We do this through sharing your information with the Universities and Colleges Admissions Services (UCAS) and Central Applications Office in Galway to help them process offers for university/college places.
- Examination/assessments: We may need to share your data if we discover something in an examination or assessment. An example might be where someone has written something that gives us cause for concern for their health and safety. We do this because we have a duty to care for that person’s wellbeing under legislation called the Children (Northern Ireland) Order 1995. In these cases, we will give the school or college the information and we will ask them to deal with it. We will not ask them how they have dealt with it or what happened. Another example might be where someone has not followed the rules of the examination or assessment, for example, copying the work of others. These cases are known as malpractice cases and we have to notify your school/college of this.
- Social media: In the same way that someone might write something in an examination or assessment, someone might write something on social media that gives us cause for concern. If we find out what school or college the person goes to then we will share the information with the school or college and ask them to deal with it. We will not ask them how they have dealt with it or what happened. We try and monitor social media during the working day but please be aware that any personal information you share may be seen by others.
Employees and Contract for Services
We process personal data relating to those we employ and for those contracted for their services. For CCEA staff we do this for employment purposes, to assist in the running of the business and to enable individuals to be paid. For Contract for Services individuals we do this to assist in the running of the business and to enable people to be paid in line with their contracts.
The collection of this information also benefit CCEA by:
- improving the management of staff resources across the business
- ensuring our processes are fully supported during key periods
- enabling development of a comprehensive picture of the staff profile and how it is deployed
- informing the development of appointment, recruitment and retention policies
- allowing better financial modelling and planning
- enabling monitoring of selected protected characteristics
The personal data may include identifiers such as:
- Date of birth
- Staff number (staff only)
- Telephone/mobile numbers
- Email address (where provided)
- National insurance number
- Bank details, pension information and payment records
- Next of kin and GP contact details
- Performance information
- Training and Attendance information
- Medical records
- Equality information (Section 75 Equality Monitoring data)
- Complaints, investigations and disciplinary information
- Conflicts of interest
- Trade union membership (where appropriate)
- Photographs (for staff ID)
- Employer Details (contracted for Services only)
- Recording of meetings (both in person and virtual – Contracted for Services only)
- CCTV footage (CCEA buildings only)
CCEA will not share information about you with third parties without your consent unless the law allows or requires us to. We are required to share some of your personal data with:
- The Department of Education and the Department for the Economy
- Her Majesty’s Revenue and Customs
- Education Authority
- Pensions and Benefits Providers
- Access NI (background checks)
Whilst we try and monitor these sites during normal business hours, please be aware that any personal information you share may be seen by others.
Please refer to our Privacy Notice designed for Learners where we explain that there may be occasions when information shared by a child has to be shared with their school or college under our duty to care for children contained in the Children (Northern Ireland) Order 1995.
Marketing, Communications and Events
Opt in (subscribe) marketing & communications emails
We use a third-party email service, MailChimp, to manage our marketing communications and newsletters to subscribers. MailChimp act as a data-processor on behalf of CCEA. We only use this service for emails from [email protected] or [email protected].
MailChimp is a US company with staff based outside the EEA, and stores data in the US. MailChimp is certified under the EU-US Privacy Shield framework. When you sign up to our email alerts, you agree to your data being stored in this way. You can unsubscribe from these emails at any time.
You can update your profile or unsubscribe from our marketing communications by clicking on the unsubscribe link provided at the end of any email.
When you register for a CCEA support, information, training events, conference or webinar, your registration is handled by Eventbrite.
Your information (which includes name, centre, email address, contact telephone number and dietary requirements) is collected by Eventbrite as the data-processor on behalf of CCEA. This information is transmitted in a secure and confidential manner.
Managing your personal information with us
You control the personal data you share with us The accuracy of your information is important to us.
When you use our services we aim to give you ways to access and update your personal information through the systems you use. If an electronic service does not exist please email [email protected] and we will update as soon as possible.
We aim to maintain our services in a way, which protects information from accidental or malicious destruction. After you delete information from our services, we may not immediately delete residual copies from our active servers and may not remove information from our backup systems.
You have the right to ask for a copy of the information CCEA hold about you. We will provide this information, free of charge, in line with the GDPR timescales of one month.
Changes to the Privacy Notice
From time to time, our Privacy Notice may change. This will not reduce your rights under this Privacy Notice without your explicit consent. We will post any privacy notice changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of privacy notice changes). We will also keep prior versions of this Privacy Notice in an archive for you to review.
Please do not hesitate to contact us about any matter relating to this Privacy Notice.