Privacy Notice – Visitors and Contractors
Version 4 | August 2026
Review date: August 2027
About this notice
This privacy notice explains how The Hayling College collects, uses, stores and shares personal information about visitors, volunteers, contractors and other people attending or working temporarily on our site.
It reflects the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 as amended, including the Data (Use and Access) Act 2025, and relevant law.
The Hayling College is the data controller. We decide why and how personal information is used and are responsible for using it lawfully, fairly, transparently and securely.
Data protection principles
We process personal information in accordance with the following principles:
- lawfulness, fairness and transparency;
- purpose limitation;
- data minimisation;
- accuracy;
- storage limitation;
- integrity and confidentiality; and
- accountability.
Information we may collect
Depending on the purpose of your visit or work with the College, we may collect:
- your name, title, organisation/company and contact details;
- purpose of visit, host, arrival and departure times and visitor badge records;
- vehicle registration where needed;
- photograph or identification details where used for visitor management;
- DBS, safeguarding, right-to-work or vetting information where legally appropriate to the role;
- accessibility, health, emergency or evacuation information where needed;
- CCTV and access-control information;
- information about your use of College guest networks, systems or devices where applicable; and
- contract, invoice or business contact information for contractors and suppliers.
Why we use visitor and contractor information
We use this information to:
- keep pupils, staff and visitors safe and meet our safeguarding duties;
- control and record access to the College site;
- meet health and safety and emergency-planning duties;
- administer contractor and supplier relationships and site works;
- verify identity, suitability or vetting where required;
- protect College premises, IT systems and information;
- investigate incidents, complaints, security events or legal claims; and
- meet regulatory, insurance and legal obligations.
Lawful bases
Depending on the circumstances, we may rely on the following lawful bases when processing personal information:
- legal obligation;
- public task;
- contract;
- legitimate interests;
- vital interests; or
- consent.
Special category or criminal-offence information is used only where an additional legal condition applies.
How we collect information
Information may be provided by:
- you;
- your employer or organisation;
- our electronic sign-in or access-control systems;
- CCTV;
- the Disclosure and Barring Service or other public authorities where lawful; and
- College IT and security systems where you use them.
Who we share information with
Where appropriate and lawful, information may be shared with:
- your employer or contracting organisation;
- Hampshire County Council and other public authorities where required;
- police, emergency services, safeguarding partners and the Local Authority Designated Officer (LADO);
- the Disclosure and Barring Service where applicable;
- professional advisers, insurers and legal representatives; and
- approved visitor-management, CCTV, access-control, IT, security, facilities and other service providers.
CCTV, access control and site security
CCTV and access-control systems are used for safeguarding, safety, the prevention and detection of crime, and the protection of College property.
Access to recordings and logs is restricted, and information is retained in line with the College's retention arrangements.
Use of College IT or guest networks
If you use College systems, devices or guest networks, technical and security logs may be created.
These may be monitored for cyber security, safeguarding, acceptable use and the investigation of incidents.
Automated decision-making
The College does not routinely make decisions about visitors or contractors that have legal or similarly significant effects solely by automated means.
International transfers
Some approved service providers may process information outside the UK.
Where this happens, an appropriate UK data-transfer mechanism or other lawful safeguard will be used.
Retention and security
We retain visitor and contractor information only for as long as needed for safeguarding, safety, contractual, legal, insurance or security purposes and in accordance with the College's Data Retention Policy and retention schedule.
Appropriate security measures and role-based access controls are used to protect personal information.
Your information rights
Which rights apply will depend on the lawful basis and circumstances of the processing. These may include:
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure in certain circumstances;
- the right to restrict processing in certain circumstances;
- the right to object in certain circumstances;
- the right to data portability where applicable;
- rights relating to automated decision-making and profiling;
- the right to withdraw consent where consent is relied upon; and
- the right to complain about the use of your personal information.
Questions, concerns and data protection complaints
If you have a question or concern about how The Hayling College uses your personal information, please contact:
The Hayling College
Email: admin@hayling.hants.sch.uk
Telephone: 023 9246 6241
For a formal complaint, please use the subject line “Data Protection Complaint”.
Under the Data (Use and Access) Act 2025, we will acknowledge a data protection complaint within 30 days, investigate it appropriately and respond without undue delay.
Data Protection Officer
The Hayling College's Data Protection Officer is Helen Cox.
She can be contacted through the College at:
Email: admin@hayling.hants.sch.uk
Telephone: 023 9246 6241
The College also receives specialist data protection support from Judicium Consulting Limited:
Email: dataservices@judicium.com
Telephone: 0345 548 7000 (option 1)
Website: www.judiciumeducation.co.uk
You also have the right to complain to the Information Commissioner's Office (ICO).
Keeping this notice current
We review this privacy notice at least annually and sooner where there is a significant change to how personal information is processed.
The current version will be available through the College website and/or visitor sign-in arrangements.
Version 4 – August 2026
Next review: August 2027