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Graduation Ceremonies 2025 Privacy Notice

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

We use your personal data to:

  • Arrange and administer the graduation process;
  • Publish the names of eligible graduates in the graduation programme (online and paper copy);
  • Publish the name of the eligible graduates in the day’s edition of The Scotsman Newspaper;
  • Celebrate student achievements by announcing graduates' names (e.g. as you cross the stage) and capturing moments throughout the event by taking photographs and video clips which feature students and their guests;
  • Livestream the event on YouTube.
  • Publicise our graduates' achievements on the Edinburgh College website and social media channels to promote the College and future graduation events.
  • Share selected photographs with local media such as the Edinburgh Evening News.

Please note that the College will publish the names of all graduating students in the graduation programme. All graduates will have the option to opt out of this information being published when completing the graduation form.

The College will only publish the names of students who have given prior permission in the day’s edition of The Scotsman Newspaper.

If you decide after completing the graduation form that you do not wish your name to be published in this way, you need to contact: graduation@edinburghcollege.ac.uk by midnight on Sunday, 5 October 2025.

What personal data do we collect?

The following types of personal data may be collected and used:

  • Your name
  • Course
  • Email address
  • Photos and Videos:
    • Stage Photos: You will be photographed individually as you cross the stage. This is just for you; photos can be purchased online after graduation.
    • Event Coverage: Photos and videos, including crowd shots, will be taken throughout the event. These may be used to promote Edinburgh College and future graduation ceremonies. Posters will notify attendees that filming and photography are taking place, with details on how to opt out.
    • Individual and Group Photos: For smaller groups or personal photos, verbal consent will be obtained from you before the photo is taken. If you do not wish to participate, please inform the photographer.
    • Livestream and Video Recording: The ceremony will be livestreamed on YouTube, and a link will be shared with all graduating students. This livestream and recording may be publicly accessible and shared with family, friends, and the College community.
    • Case Study Content: A member of the Communications team may contact you to interview you to collate a case study about your Edinburgh College experience and use your stage photo alongside this. The Communications team will seek your written consent individually should you be contacted to participate in a case study.

If you have any concerns about being captured in photos, video, or livestream recordings, please contact graduation@edinburghcollege.ac.uk by midnight on Sunday, 5 October 2025.

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

Data is collected from our student records system and directly from students via online Graduation bookings, using an external source (Marston Events, our event partner). Edinburgh College and Marston Events staff also collect data on the day through photographs and videos.

The lawful basis for the processing

The basis for processing personal data under the UK General Data Protection Regulation (UK GDPR) is:

  • Article 6(1)(e) “necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller” – where processed to arrange and administer graduation day.
  • Article 6(1)(f) “processing is necessary for the legitimate interests pursued by the controller” – where processed to document, publish and record details and images from the event. The legitimate interest is based on the College’s business interest in recording and promoting its work. We will inform you that we will capture and use your image (through signage at the Graduation venue, this privacy notice, the Graduation website, and individual requests from photographers/videographers on the day).
  • Article 6(1)(a) “consent” – where the College has sought direct consent from individuals for featuring in The Scotsman graduates list, group/individual photographs and case study content. You can withdraw your consent at any time by contacting communications@edinburghcollege.ac.uk. Please be aware that although content can be removed from the College’s website and social media, the College cannot control how it was accessed or used before its removal. Additionally, printed media (e.g., local press newspapers) cannot be recalled.

Who we share the information with

Unless you have opted out, your name will be published in the graduation programme. Where permission has been received, your name will also be published in the day’s edition of The Scotsman newspaper, which is available to anyone who purchases a copy.

Edinburgh College may use selected photographs and video clips from the graduation ceremony to promote the College and future graduations. Your name and image may appear in promotional material, on the Edinburgh College website, and on social media.

Marston Events, our event partner, will receive information about you when you register for graduation. They will also take photos and video on the day for you and on our behalf.

How long do we hold the personal data?

General graduation administration, e.g. information provided in graduation forms, will be retained for one year after the ceremony.

Following completion of Graduation, the College will hold the photos and video recordings

for five years, then securely destroy/delete in accordance with College procedures.

Photographic/video images, along with accompanying information, shared in printed publications, on websites, and on social media, will be in general circulation and may be retained in a historical archive indefinitely.

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