Privacy Notice
Effective Date: May 8, 2026
1. Introduction
This Privacy Notice explains how Shortwood Teachers’ College (STC) collects, processes, stores, and discloses personal information, including the types of information processed and the reasons for processing it.
Shortwood Teachers’ College is an educational institution that provides teacher education, training, academic support services, research, and administrative services. This notice applies to all students, staff, contractors, visitors, applicants, alumni, and other individuals whose personal data is processed by the College.
The College acts as the Data Controller and is responsible for ensuring compliance with applicable data protection laws and principles, including lawfulness, fairness, transparency, accountability, security, and data minimisation.
2. Purpose of Data Processing
STC collects and processes personal data for legitimate educational, administrative, operational, and legal purposes, including to:
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Manage student admissions, enrolment, registration, examinations, assessments, graduation, transcripts, and certification
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Administer employment, recruitment, payroll, leave, benefits, training, and staff development
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Facilitate teaching, online learning, research, and academic support services
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Communicate institutional notices, newsletters, surveys, and emergency information
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Maintain campus safety, security, and incident management procedures
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Meet legal and regulatory obligations under Jamaican law and Ministry requirements
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Conduct institutional research, quality assurance, and policy development
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Manage health, welfare, and emergency response activities
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Process approved financial transactions and related administrative functions
STC collects only personal data that is necessary, relevant, and proportionate for these purposes.
3. What Personal Data We Process
Personal data processed by STC may include:
Identification and Contact Information
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Name
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Date of birth
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Tax Registration Number (TRN), student identification number, or other institutional identifiers
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Address
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Email address
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Telephone number
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Emergency contact details
Academic Information
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Course registration information
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Academic records
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Examination results
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Attendance records
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Research participation information
Employment Information
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Recruitment records
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Qualifications and certifications
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Payroll and tax information
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Performance and training records
Sensitive Personal Data
Where necessary and legally permitted, STC may process sensitive personal data including:
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Health or medical information
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Disability or accessibility requirements
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Biometric or identification records where authorised
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Information required for welfare, counselling, or emergency support services
Such data is processed only where necessary, lawful, and subject to enhanced confidentiality and security protections.
Technical and Security Information
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CCTV footage
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Video and audio recordings
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System access logs
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Online learning platform usage information
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Network and device security information
4. Video and Audio Recording
STC may collect personal data through video and audio recordings, including:
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Recordings of lectures, seminars, meetings, and official events
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Online classes, webinars, and virtual meetings conducted through approved platforms
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CCTV monitoring is conducted on the basis of STC’s legitimate interests in maintaining campus safety, security, crime prevention, and protection of institutional property.
Recordings are used strictly for educational delivery, quality assurance, institutional accountability, dispute resolution, safety, and legal compliance purposes.
Appropriate notices and signage will be displayed where recording occurs, and access to recordings is restricted to authorised personnel on a need-to-know basis.
5. Lawful Basis for Processing
STC processes personal data on one or more of the following lawful bases:
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Consent – where explicit permission is required, including optional surveys, research participation, promotional materials, or recordings beyond core educational activities
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Contractual Necessity – where processing is necessary to fulfil student or employment obligations
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Legal Obligation – where processing is required under Jamaican law or regulatory requirements
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Legitimate Interests – where processing supports institutional operations, campus safety, educational quality, fraud prevention, or service improvement, provided such interests do not override individual rights and freedoms
Where sensitive personal data is processed, STC relies on explicit consent or another lawful condition permitted under applicable law.
6. How We Protect Your Data
STC implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction.
These measures include:
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Secure electronic and physical storage
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Encryption and password protection
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Restricted access controls
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Staff confidentiality obligations and training
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Secure handling of video and audio recordings
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Regular monitoring, audits, and security reviews
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Incident response and breach notification procedures
Where a personal data breach poses a risk to individuals’ rights or freedoms, STC will notify the relevant regulatory authority and affected individuals in accordance with applicable legal requirements.
7. Data Sharing and Disclosure
Personal data may be shared only where necessary and authorised, including with:
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Government and regulatory authorities
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Ministry of Education and other authorised public bodies
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Approved service providers and educational platforms
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Healthcare or emergency services where required
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Legal, audit, and professional advisors
STC does not sell personal data or disclose personal information for marketing purposes without consent.
Video and audio recordings are not disclosed externally unless legally required or authorised.
8. International Transfers of Data
Some personal data, including information stored on cloud-based educational or administrative platforms, may be transferred or hosted outside Jamaica.
Where international transfers occur, STC ensures that appropriate contractual, organisational, and technical safeguards are implemented to protect personal data in accordance with applicable data protection laws.
9. Data Retention
Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, accreditation, and institutional obligations.
Certain academic records, transcripts, and authorised archival materials may be retained permanently for verification, accreditation, legal, historical, and institutional recordkeeping purposes.
CCTV and routine video surveillance recordings are generally retained for 30–90 days unless required for investigations or legal proceedings.
When retention periods expire, personal data is securely destroyed, deleted, or anonymised.
10. Your Rights
Under applicable data protection laws, you may have the right to:
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Request access to your personal data
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Request correction of inaccurate or incomplete information
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Request restriction of processing
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Object to certain processing activities
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Request erasure where legally permissible
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Withdraw consent at any time where consent is the lawful basis
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Request data portability where applicable
STC will respond to requests within the timelines prescribed under applicable data protection laws
Requests relating to personal data may be submitted to the Data Protection Officer.
11. Contact Information
For questions, concerns, or requests regarding this Privacy Notice or your personal data, please contact:
Data Protection Officer
Shortwood Teachers' College
77 Shortwood Road
Kingston 8, Jamaica
Email: dataprotection@shortwood.edu.jm
12. Updates to This Privacy Notice
STC may update this Privacy Notice periodically to reflect changes in legislation, institutional practices, technology, or operational requirements.
The most current version of this notice will be made available through official College communication channels and institutional platforms.
Shortwood Teachers’ College is committed to protecting personal data and maintaining transparency, accountability, confidentiality, and responsible data management practices in all its operations.