Free Sanitary Products from ‘Hey Girls’

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.

The Wellbeing Service is working with ‘Hey Girls’ to provide free sanitary products.

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

We collect and use your personal information for the following purposes:

To check that you are an Edinburgh College student.
To enable ‘Hey Girls’ to post your order of sanitary products to you.
So we and ‘Hey Girls’ can communicate with you about your order.

What personal data do we collect?

Forename and surname
College email address
EC number
Postal Address
Sanitary product preferences

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

We collect this information directly from you when you choose to use our service.

The lawful basis for the processing

The College’s lawful basis for processing (and sharing) your personal data is UK GDPR Article 6(1)(b) “necessary for the performance of a contract” – that is, the contract to fulfil your request for free sanitary products.

Who we share the information with

We securely share your name, postal address, and email address with Hey Girls so they can send your products and communicate with you about your order. The College has a contract with Hey Girls that includes appropriate safeguards to protect your personal data.

How long do we hold the personal data?

We will hold onto your information until the end of the college year, then securely delete it. ‘Hey Girls’, keep your data for 30 days and then securely delete according to the contract the College has in place with them.

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