Data Protection and Records Retention Policy
LINCON EDUCATION LTD · Effective 1 November 2026.
Responsibility and contact
LINCON EDUCATION LTD (08301859) controls the personal information it collects for its college services. Contact admissions@linconeducation.co.uk or Suite 1, First Floor, i2 Centre, Oakham Business Park, Mansfield, NG18 5FB. Read this policy alongside our Privacy Notice.
Records covered
This policy covers enquiries, applications, learner contact details, course participation, assessment evidence, assessment decisions, quality assurance, complaints and financial records when those records are collected. The current public forms collect contact and course-enquiry information; they do not collect assessment evidence or payment-card details.
Use and lawful sharing
Records support admissions, teaching, assessment, learner support and administration. Each use needs an identified lawful basis. Information may be supplied to an awarding body, regulator or service provider only where necessary and lawful, with suitable safeguards. Consent is not treated as the basis for every administrative disclosure. Marketing permission is separate from responding to an enquiry.
Retention schedule
LINCON must maintain a schedule for each record category stating its purpose, retention trigger, duration, justification and responsible owner. Enquiries that do not lead to enrolment, assessment and quality-assurance evidence, certification records, complaints and accounting records require separate decisions. No universal five-year limit is asserted. Applicable awarding-body obligations and legal requirements must be verified.
Review, deletion and legal holds
A retention expiry should trigger a documented review and secure deletion or irreversible anonymisation when continued retention is no longer justified. A dispute, safeguarding concern or legal duty may require a targeted hold; its reasons and review date should be recorded. Backup copies and supplier systems must be considered. These are policy requirements: automated retention deletion is not yet implemented in this service.
Security and rights
Access should be limited to staff who need the records for their role. Staff must protect credentials, report suspected breaches promptly and avoid sending documents through unapproved services. Requests for access, correction, restriction, objection or erasure can be sent to Admissions. A request is assessed against the applicable law and retention obligations. ICO complaint rights remain available.