0 Shortlist Search
Enter your keyword, course, subject or interest
Edinburgh College Banner

Recognising Excellence Awards Privacy Notice

This notice explains how we collect, use, and share personal data during and after the event, in compliance with data protection laws.

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

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

We collect and use personal information as part of our Recognising Excellence event to:

  • Arrange and administer the prizegiving event.
  • Celebrate student achievements by announcing student names as they step on to the stage to receive their award and feature their name and prize in the printed programme.
  • Taking photographs and video clips which feature students and their guests during the event.
  • Publicise student achievements on the Edinburgh College website and social media channels to support the promotion of future Recognising Excellence events.
  • Share selected photographs with local media such as Edinburgh Evening News.

What specific personal data do we collect?

The following types of personal data may be collected and used during as part of the event:

  • Prior to Event – your name and whether you plan to attend will be collected via the invite form.
  • Event formalities – your name will be announced by the event host as you come on to stage to receive your award.
  • Programme – your name will appear in the printed event programme unless you opt-out. An option to opt-out will be given to all attendees as part of the event invite. 
  • On-stage photos – if you have stated ‘yes’ on the event invite, you will have your individual photograph taken on the stage when you receive your award.
  • During event content – the Communications and Marketing team will be taking photos and videos during the event. This will include roaming shots of the crowd/attendees. These photographs and videos may be used in future to promote other Edinburgh College events and Recognising Excellence ceremonies. Posters will notify attendees that filming and photography is taking place with details of how to opt-out of this.
  • During the event – photographs (individual and group) - the Communications and Marketing team will be roaming around the event taking group and individual photos. In these instances, the team member will seek verbal consent before photographs are taken. If you do not consent to having your photograph taken, please inform the colleague.
  • 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. A written consent form will be sought from you individually by the Communications team, should you be contacted to participate in a case study. 

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

Data is collected by the Edinburgh College Communications and Marketing teams prior to and throughout the event and is collected directly from individuals.

The lawful basis for the processing

For arranging and administering the event, the lawful basis under UK General Data Protection Regulation (UK GDPR) is Article 6(1)(e) “public task”.

For crowd type photographs and film taken during the event, and for featuring names in the printed programme the lawful basis under UK General Data Protection Regulation (UK GDPR) is Article 6(1)(f) “legitimate interests”. A ‘Legitimate Interest Assessment’ has been completed; the legitimate interest is based on the College’s business interest to record and promote our work. You will have been/will have the opportunity to opt out of this processing. 

For on-stage photographs, group/individual photographs and Case Study content the lawful basis under UK GDPR is Article 6(1)(a) “Consent”. This will be sought from you directly. You can withdraw your consent at any time by contacting communications@edinburghcollege.ac.uk. Please be aware that whilst content can be removed from the College’s website and social media, the College cannot control how this is accessed and used prior to this, and printed media (e.g. local press newspapers) cannot be recalled.

Who we share information with

The Edinburgh College Communications team may use content data gathered (photographs and videos clips in this instance) to support its promotion of future Recognising Excellence events. This may mean data collected could appear on the Edinburgh College social media channels and website. The College may also send photographs to local media – for example Edinburgh Evening News.

Photographs of you on stage collecting your prize are taken by Marston Events, a third party. 

How long do we hold the personal data?

Following completion of the event, the College will hold the photos and video recordings for five years, then securely destroy/delete following College procedures.

Photographic/video images shared on websites and social media will be in general circulation and may be retained in a historical archive indefinitely or permanently.

International data transfer and publication

The UK GDPR restricts the transfer of personal data to countries outside the UK, or international organisations. Transfer is restricted in this way because once data is transferred it may not be subject to the UK GDPR and you will lose the ordinary UK GDPR protections and rights. Once the data has been transferred it may be subject to other local data protection laws in the receiving country – or no data protection law at all, if no such law exists in the receiving country. Once data has been published in the public domain it is accessible by anyone in the world and is difficult to retract and/or contain, even if removed from the College’s website and social media.

 Individuals’ rights in relation to this processing

Under data protection law, you have a number of rights, the rights that apply for this particular processing are:

  • Right to be Informed – i.e., this 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 your personal data is deleted.
  • Right to Data Portability – 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.
  • Right to Object – you can object to how your data is used.

Some of the rights above only apply in certain circumstances. 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 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 can you 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 has guidance on their website. You can contact them via their website, call them on 0303-123-113 or  send a letter to:

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