West Lothian College is providing you with this information to comply with data protection law, 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), 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 to deal with your 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 (without identifying you) statistical analysis for curriculum planning and to make sure we are providing accessible ways to submit enquiries.
What personal data do we collect?
Depending on what your enquiry is about, we may collect the following information from you: name, date of birth, home postcode, email address, phone number, your current school (where applicable) and whether you want to receive marketing information from us.
The lawful basis for the processing?
Our lawful basis for processing under data protection law is UK General Data Protection Regulation (UK GDPR) Article 6(1)(e) “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller” (‘Public task’). This is for processing your enquiry, but we may also ask for your consent (Article 6(1)(a)) for marketing purposes.
Who we share the information with:
Your information will be shared with relevant teams in the College. It is only provided to the college marketing department if you have consented to receive marketing. 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 several rights; these are as follows:
- Right to be Informed – i.e. a privacy notice
- Right of Access – you can request access to or copies of your personal data
- Right to Rectification – you have the right to correct inaccurate or incomplete data held about you
- Right to Restrict – you have the right to restrict processing of your data.
- Right to Object – you can object to how your data is processed.
If you have given your consent to receive marketing, the following rights also apply:
- You can withdraw your consent at any time.
- Right to Erasure - you have the right to request your personal data held is deleted/destroyed.
- Right to Data Portability – 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.
To exercise any of your rights please email the data protection mailbox at GDPR@west-lothian.ac.uk The College will 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 casework@ico.org.uk or 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
For our marketing enquiries privacy notice visit here