STEM Inspiration Experience 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.

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

To enrol pupils on Edinburgh College’s Student Record System to enable them to participate in the STEM Inspiration Experience day and to track further engagements with STEM in the future.
For the funding and audit requirements of the Scottish Funding Council (SFC). The college is required to maintain a record of a pupil's attendance at the STEM Inspiration Experience Day for funding and audit purposes.

What personal data do we collect?

We collect the following personal information for each pupil who attends:

Name
Date of birth
School Postcode

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

If a pupil will be participating in a STEM Inspiration Experience Day, their school will collect their information and share it with the College.

The lawful basis for the processing

The data shall be processed on the basis that this is necessary for educational purposes in terms of the Education (Scotland) Act 1980 and the Further and Higher Education Act 2005, in line with the Local Authority’s (Council), and Edinburgh College’s respective Public Task under Article 6 (1) (e) of the UK General Data Protection Regulation (UK GDPR).

Who we share the information with

Scottish Funding Council (SFC) - The college must provide the pupil's name, date of birth and postcode of their school to the Scottish Funding Council in line with their requirements for all pupils/students taking part in activities/programmes at Scottish colleges. The SFC is the national government body responsible for funding teaching and learning provision through Scottish colleges.

How long do we hold the personal data?

Pupil information will be deleted from College systems six years after the end of the academic year in which they took part in the STEM Inspiration Experience.

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