West Lothian College is providing you with this information to comply with data protection law and to ensure that you are fully informed and we are transparent in how we collect and use your personal data.
Who is collecting the information?
West Lothian College is the Data Controller. We have an appointed Data Protection Officer (DPO), Alice Wilson, who can be contacted by emailing: GDPR@west-lothian.ac.uk
Why are we collecting it and what are we doing with it (Purpose)?
West Lothian College are collecting this information for the purposes of processing an enquiry for a specific course, or courses, or general enquiry to the college and to allow the college to provide as accurate a response to your enquiry as possible. This information is also used to produce anonymised statistical analysis of enquiries to the college for the purpose of curriculum planning and ensuring we are providing accessible ways to submit enquiries.
What personal data do we collect?
West Lothian College are collecting the following information: name, date of birth, home postcode, email address and marketing preferences.
The lawful basis for the processing?
The legal basis for processing under data protection law is GDPR Article 6(1)(a) “the data subject has given consent to the processing of his or her personal data for one or more specific purposes” This is for processing your enquiry but also we request consent for marketing purposes.
Who we share the information with:
Anonymised statistical analysis is used within the college or as responses to information requests. Personal data is only provided to the college marketing department if you have consented to marketing purposes. They are provided with your name, email address and course you have enquired about.
How long do we hold the personal data?
West Lothian College will hold this data for a maximum of two academic years, this allows us to keep a record of all the courses you have enquired about, and will speed up the process of applying for, or enrolling onto, courses with the college.
Individuals’ rights in relation to this processing
Under data protection law, individuals have a number of rights. These rights are as follows:
- Right to be Informed – i.e. a privacy notice
- Right of Access – this means that you can request access or copies of your personal data
- Right to Rectification – this means you have the right to correct inaccurate or incomplete data held about you
- Right to Erasure (commonly known as the Right to be Forgotten (RTBF)) – this means you have the right to request your personal data held is deleted/destroyed
- Right to Restrict – this means you have the right to restrict processing of your data, this links with other rights and if there is disagreement then you can request the processing is restricted until the issue is resolved
- Right to Object – this means you can object to how your data is processed
- Right to Data Portability – this means you can request your personal data in a machine-readable format (e.g. a .csv file). You can also request that the organisation transfers the file to another organisation
- Right to know of any automated decision making, including profiling – the college does not do this with personal data, so this right does not apply.
As consent is the legal basis for processing your data it’s important to note that you can withdraw your consent at any time. To do this, or to exercise any of your rights please email the data protection mailbox at GDPR@west-lothian.ac.uk. The College process your request accordingly and respond within one month of receipt of your request.
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 GDPR@west-lothian.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 here: https://ico.org.uk/your-data-matters/raising-concerns/
You can email them at firstname.lastname@example.org or call them on 0303-123-113 or you can send a letter to them at the following address:
Information Commissioner's Office