Creative Industries Alumni Contact List Privacy Notice

Who is collecting the information?

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

Edinburgh College’s Counselling team members will usually be the only people involved in the collection of your data.

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

• To send you our Graduate Questionnaires, we collect information about where you are in your career after leaving the College to help us tailor our courses and employability projects to better fit the landscape students are moving into, to help us fill any skills gaps, and to identify good practice.
• To inform industry partners - The data that we collect via the Questionnaires will be collated, anonymised (so you can’t be identified) and shared with our creative industry partners to provide them with understanding and to lead to the creation of relevant projects and opportunities for future students.
• To create an Alumni mailing list so we can keep you informed of any training or employability opportunities that may be of interest to you.

What personal data do we collect?

• Your full name
• Your personal email address
• Details about your current career and education status

The lawful basis for the processing

For your contact information and responses from the questionnaire, the lawful basis under the UK General Data Protection Regulation (UK GDPR) is Article 6(1)(e) ‘public task’, as the purpose and outcomes of the questionnaire contribute to the College’s core function as a public body. However, please note you can leave any question unanswered should you wish, and you can opt out of receiving the questionnaire emails at any time.

Where we process your contact details to send you emails about training and employability opportunities, the lawful basis is UK GDPR Article 6(1)(a) ‘consent’. You can withdraw your consent at any time.

Who we share the information with

We do not share your personal information outside of the Creative Industries team. Only anonymised information will be shared with external industry partners.

How long do we hold the personal data?

For contacting you about the questionnaire, we will keep your name and email address for 2 years. Anonymised data will be held on file for up to three years. After the 2-year questionnaire is completed and returned, your personal data will be removed from the list. For contacting you about training and employability opportunities, we will keep your name and email address until you withdraw from the list.

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 – you have the right to access your personal information.
• Right to Rectification –you have the right to correct inaccurate or incomplete personal information.
• Right to Erasure – 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 – you can restrict the processing of your information and link it with some of the other rights.
• Right to Object – you can object to how your data is used.
• Right to withdraw consent – where you have provided consent, you can withdraw it at any time by contacting Creative.Industries@edinburghcollege.ac.uk

Some rights have caveats and apply only 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