CbESOL Community Partnership Programme Privacy Notice

Who is collecting the information?

Edinburgh College is the Data Controller. We have a Data Protection Officer (DPO), who can be contacted by emailing: DataProtection@edinburghcollege.ac.uk.

Information is being collected by a College lecturer undertaking research as part of Edinburgh College’s Research Scholarship. If you have any questions about the project, please contact Claire.Waugh@edinburghcollege.ac.uk

Why are we collecting it, and what are we doing with it (Purpose)?

The City of Edinburgh Council, Midlothian Council and East Lothian Council provide ESOL courses as part of the Community-based English for Speakers of Foreign Languages (CbESOL) Community Partnership Programme. Funding for this programme is paid directly by the Scottish Funding Council (SFC) to Edinburgh College. The College is then responsible for distributing this funding to the relevant council partner. To receive this funding from the SFC, the details of all students enrolled on these courses must be registered with the SFC.

We collect and use your information to:

Administer and distribute funding to CbESOL Community Partnership partners;
Submit statistical returns to the government or its agencies, including the Scottish Funding Council (SFC), and other official bodies. This will include sharing your special category data (where you’ve provided it) with the Scottish Funding Council for equality monitoring purposes.
Produce management and statistical information to monitor and improve our performance and services to you, and to inform strategic planning (e.g., for recruitment).

What personal data do we collect?

Personal data

Name, address, telephone number, email address
Date of birth
Nationality
Employment status (e.g. jobseeker) and history
Country of domicile
Years continuously living in the UK
Years living in Scotland
Reason for entry to Scotland
If you are a carer or have caring responsibilities
Course attendance information

Special category data (only where you provide this, or it is required by law)

Gender (and gender identity)
Disability and health data (including mental health)
Special interest group status (e.g., asylum seeker; refugee; care-experienced; stateless person; veteran; relative of a veteran; person with profound or complex needs).
Equalities information (e.g., religion or belief; sexual orientation; ethnicity)

How are we collecting this information? What is the source?

The majority of the information is collected directly from you using a Microsoft Form.

We also receive attendance registers from the Council that provide your course, so we can evidence this to the SFC if requested.

The lawful basis for the processing

The data will be processed on the basis that this is necessary for the College’s ‘Public Task’ under Article 6 (1) (e) of the UK General Data Protection Regulation (UK GDPR).

Where your special category personal data is processed, it is necessary for ‘substantial public interest’, under UK GDPR Article 9(2)(g) and Data Protection Act 2018, Schedule 1, Part 2, 6. Statutory, etc., and government purposes and 8. Equality of opportunity or treatment

Who we share the information with

The data will be shared securely with the SFC. The SFC is the national governmental body that is responsible for funding teaching and learning provision through colleges in Scotland.

We may share your information with the Council, providing your course.

Your information may also be shared where required by law or for the prevention and detection of crime.

How long do we hold the personal data?

Your information will be deleted from our systems after 7 years.

Individuals’ rights in relation to this processing

Under data protection law, you have a number of rights; some of these rights only apply if certain conditions are met. Your rights are: right to be informed (e.g. privacy notice), right of access, right of rectification, right of erasure (commonly known as the right to be forgotten), right to restrict processing, right to object, right to data portability and the right to know of any automated decision making (including profiling). It’s worth noting that you can exercise your rights either verbally or in writing, and the College would be required to process your request within one month.

The rights that apply to this particular processing are:

Right to be Informed – i.e. a privacy notice.
Right of Access – this means you have the right to access your personal information.
Right to Rectification – this means you have the right to correct inaccurate or incomplete personal information.
Right to Erasure – commonly known as the Right to be Forgotten (RTBF) – this means you can request that your personal data be deleted.
Right to Data Portability – this means you have the right to request your information in a machine-readable format (e.g. a .csv file) to be provided to you or transferred in that format to another organisation.
Right to Restriction – this means you can restrict the processing of your information and links with some of the other rights.
Right to Object – this means you can object to how your data is used.
Right to be informed of automated individual decision-making (including profiling) – we do not use this for OH purposes, and therefore this does not apply.

Some of the rights above have caveats and only apply in certain circumstances. You can exercise your rights at any time, and the College would be required to answer within a month upon receipt of your request. If you wish to exercise your rights or have any queries in relation to this, please contact the Data Protection Team at DataProtection@edinburghcollege.ac.uk.

Complaints to the UK Information Commissioner’s Office (ICO)

If you are concerned about how your personal data is being used by the College, in the first instance, please contact the College Data Protection Officer (DPO) at DataProtection@edinburghcollege.ac.uk. If you are not satisfied with the outcome, then you can complain to the regulator of data protection, the UK Information Commissioner’s Office (ICO). The ICO guides on the ICO website.

You can email them at casework@ico.org.uk, call them on 0303-123-113, or you can send a letter to them at the following address:

Customer Contact
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF