Privacy Notice: Student Applications


Dumfries & Galloway College (the College) is providing you with this information to comply with data protection law to ensure that you are fully informed and that we are transparent in how we collect and use your personal data.

Your privacy and trust are very important to us and this Privacy Notice provides essential information about how the College handles your personal data and the rights you have in relation to how we use your data. The College is committed to complying with all applicable Data Protection legislation.

Who are we?

Dumfries & Galloway College is the 'Controller' and is responsible for looking after the personal data that you provide. 

Registered office:

Dumfries & Galloway College

Bankend Road 


DG1 4FD 

For any queries or concerns about how your personal data is being processed you can contact the Data Protection Officer (DPO) at

Why we collect

When you make your application to learn with us we collect personal data about you so that we can identify you, communicate with you about your application and support needs, where appropriate, and assess your application against course entry criteria. Our legal basis for doing this is to carry out our public task. The Post-16 Education (Scotland) Act 2013 allows colleges to provide educational courses and to provide support services for students.

We ask for some ‘special category data’ (e.g. ethnicity, sexual orientation, race) to carry out statistical analysis to ensure we’re advancing equality of opportunity and treatment for all student groups. This enables the college to meet its duties under the Equality Act 2010. The Data Protection Act 2018 also allows us to process your information for this purpose (but only where you’ve chosen to provide this data).

In the event that any of the data is optional, the online application form will makes this clear.

What we collect

We collect the following personal data as part of your course application:

  • Login details (including secure password)
  • Name, address, telephone number, email address
  • Education history
  • Gender
  • Information about your residency status and nationality
  • If you are care experienced
  • If you are a carer or have caring responsibilities
  • English language skills
  • Your photograph
  • Your requirement for additional support

We also ask for some ‘special category data’, which means information which is more sensitive. We will ask you about:

  • Sexual orientation
  • Religious or other beliefs
  • Ethnicity
How do we collect information about you?

We collect this personal information about you on the application form that you complete. We will ask for more information at enrolment stage and this is covered in our Enrolment Privacy Notice.

Who has access to the information?

We will take all reasonable steps to prevent the loss, misuse or alteration of information you give us.

The information you provide will be stored securely and will only be accessed by authorised college staff directly involved with the processing of your application and related operations.

The College has robust Information Security and Data Handling polices in place to protect all the data it holds, including your personal data.

Who do we share your information with?

In the event of a system failure or other software error, your data may be shared with one of our suppliers, Tribal Education Ltd.

As the Data Controller, the College will make sure that any third parties information we share your data with are compliant with the UK GDPR.

The College will not share your information with any other third parties and your data will not be held outside of the EU.

How long do we store this information for?

Personal data on successful applications will be stored securely for 5 years from the end of the academic session that you studied at The College, as part of your enrolment record.

Personal data on incomplete applications, and unfinished applications, will be deleted at the end of the academic session of the application.

Your rights

You have legal rights about the way the College manages and uses your personal data. You can:

  • Ask for a copy of your data, free of charge
  • Ask the college to change any data held about you that is incorrect or incomplete
  • Ask the college to stop using your personal data until it is rectified.
  • Ask for the use of your data to be restricted
  • Ask the college to erase your data (known as the ‘right to be forgotten)
  • Tell us that you have changed your mind if you have previously given consent for your information to be used for a particular purpose
  • Ask the college for a portable electronic copy of your data (data portability)

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, remember settings for the next time you visit a website or to provide information to the owners of the website.

The Colleges Online Course Application system uses cookies to store a security token to help ensure the security of the data as you complete the online form by preventing others from seeing your information and making sure you are logged in as you complete the form.

The online chat function on the application form also uses cookies to monitor the time you have waited and for security.

These cookies are essential for the operation of the College’s Online Course Application System and the online chat functionality.

Contact Us

If you have any issues about this notice or the way the College has handled your personal information, please contact our Data Protection Officer in the first instance:


Telephone 01387 734364 or write to:

Data Protection Officer
Dumfries & Galloway College
Bankend Road


If you are dissatisfied with the response from the College you have the right to lodge a complaint with the Information Commissioner’s Office about our handling of your data:

You can do this online: ICO Online

By telephone: 0303 123 1113

Or write to:

Information Commissioner’s Office

Wycliffe House

Water Lane