Website Queries Privacy Policy

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)?

We collect the information below to allow us to:

Enquire now Form

To contact you on an ongoing basis with pre-application information, including application deadlines, campus open days, and course information, about similar courses by email, where you have used our “enquire now” form to apply for a particular course of study in (but where that course of study is closed/no longer taking applications).

International – Register your Interest Form

To contact you with information about our English Language Summer School, Group Study Programmes and Bespoke Training, Accommodation & Host Families, or general enquiries as you have requested, and our international student course offering and services (on an ongoing basis). This contact will be made by email, using our “register interest” form.

Customised Training Enquiry Form

To contact you with information regarding our training and business services, both in response to the summary of training requirements you have currently asked us about, and to provide you with information regarding our training and business services on an ongoing basis. This contact will be made by email, using our “customised training enquiry” form.

What personal data do we collect?

Personal data

Enquire now form

Name (first name, surname)
Email address

International – Register your Interest Form

Name (first name, surname)
Area of interest (English Language Summer School; Group Study Programmes and Bespoke Training; Accommodation and Host Families; or general enquiry)
Any other personal data you voluntarily provide as part of your query.

Customised Training Enquiry Form

Company Name
Contact Name
Job Title
Contact Number
Email
Summary of training requirements(any other personal data you voluntarily enter as part of your query.

Special Category Personal Data

International – Register your Interest Form

Any special category data you voluntarily provide as part of your query (e.g. health, ethnicity, sexual orientation, trade union membership, criminal conviction data).

Customised Training Enquiry Form

Any special category data you voluntarily provide as part of your query (e.g. health, ethnicity, sexual orientation, trade union membership, criminal conviction data).

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

We collect your information and your consent to receive emails from the college when you enter this on a query form on our website and submit it to the college.

We collect your information when you submit your query via email or via telephone, using the college contact details we provide.

The lawful basis for the processing

Where you use one or more of the four forms above, under data protection law, the lawful basis for processing your data is Article 6(1)(a) Consent: “the data subject has given consent to the processing of his or her personal data for one or more specific purposes.”

For any special category personal data you choose to submit, the lawful basis is Article 9(2)(g) Explicit Consent: “the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the data subject may not lift the prohibition referred to in paragraph 1 ;)).

It’s important to note that consent can be withdrawn at any time. Please email DataProtection@Edinburghcollege.ac.uk if you wish to withdraw your consent.

Who we share the information with

Your information is shared with the appropriate Edinburgh College team to respond to your query.

Where you use the “Ask A Question Form”; “International – Register your Interest Form” or “Customised Training Enquiry Form” your query will be directed to the appropriate Edinburgh College email address.

Data Processors

Where you use our “Register Interest Form” or “Apply Now – Register your Interest Form” your information will be stored on Edinburgh College’s CRM (database). Edinburgh College’s CRM is hosted in the Microsoft Cloud, using data centres based in the United Kingdom.

How long do we hold the personal data?

Enquire now form

Edinburgh College will retain your data (including the type of course you are interested in) in its CRM for 5 years.

International – Register your Interest Form;
Customised Training Enquiry Form

Edinburgh College will hold your data for the purposes of contacting you in connection with the international course area or customised training you are interested in until you withdraw your consent to be contacted by Edinburgh College.

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