Privacy Notice: Access to Information

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

This privacy notice relates to the following process:

Requesting information under data protection law, the Freedom of Information (Scotland) Act or Environmental Information Regulations.  

Purpose for processing – why do we collect information about you?

We collect and use your information for the following purposes: 

  • to communicate with you about your request  
  • to seek clarification  
  • to verify your identity (where necessary)  
  • to locate and provide you with the information you have asked for.  

Our lawful basis (reason) for processing your information is/are:

Use is necessary for us to comply with a legal obligation. The College has statutory duties under data protection law, the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004 to respond to requests for information. The College can only fulfil these duties by processing your personal information. 

What information do we collect about you?

We collect: 

  • Your name  
  • Your contact details  
  • Details of your request  
  • Copies of ID (where necessary to verify your identity). 

Information about your request will be kept in an electronic case file. 

Who do we share your information with?

We may share your information with the appropriate regulatory body should you make a complaint or an appeal in relation to your request:  

  • Information Commissioners Office (ICO) 
  • Office of the Scottish Information Commissioner (OSIC) 

We may publish responses to FOI and EIR requests. Personal information will be removed before publication. 

How do we look after your information and how long do we keep it for?

We will take all reasonable steps to prevent the loss, misuse or alteration of information you give us. Your personal information will be stored securely and will only be accessed by authorised staff, agents, contractors and other organisations who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality and must comply with data protection law. 

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. 

Requests will generally be retained for 3 years from close of the request. In some cases, requests may be retained for 5 years following the last action on the request, where it has been subject to complaint or appeal.  

Your rights

Under Data Protection laws you have certain rights in relation to how the College manages and uses your personal information: 

  • The right to be informed (this is the Privacy Notice) 
  • The right to access your personal data 
  • The right to rectification if the personal data we hold about you is incorrect  
  • The right to restrict processing of your personal data  

In addition the following rights apply only in certain circumstances:

  • The right to withdraw consent at any time (if consent is our lawful basis for processing your data) 
  • The right to object to our processing of your personal data 
  • The right to request erasure (deletion) of your personal data 
  • The right to data portability 
  • The right not to be subject to automated decision making including profiling. 

For more information about your rights please see

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 734 000 or write to:

Data Protection Officer 
Dumfries & Galloway College 
Bankend Road 
DG1 4FD 

Complaints to UK Information Commissioner’s Office (ICO)

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