Privacy Notice: COLIN

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

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:

Enquiries submitted via COLIN

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

  • This data is collected  to allow The College to investigate and respond to your enquiry under the legitimate interests of The College in providing this information service to the public, prospective and current students.
  • The College will not use this data for any other purposes.
  • This data is not routinely shared with any external parties.
  • In the event of a system failure or other software error, your data may be shared with one of our suppliers, Tribal Education Ltd, in order to resolve an issue with our Student Records System.

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

The legal basis for processing your information will depend on the nature of your enquiry:

  • For students and prospective students processing may be necessary for the performance of a contract with you or to take steps, at your request, before entering into such a contract.
  • We are required to maintain the Student Records System in order to fulfil The College’s public task to provide educational courses and support services for students in line with The Post Education (Scotland) Act 2013.
  • For public enquiries use is necessary for the purposes of legitimate interests pursued by us or by a third party.

The legitimate interest(s) of the controller or third party is/are:

The processing is undertaken under the legitimate interest of: The College.

Summary of legitimate interest: To provide information about The College as requested by the public.

What information do we collect about you?

We collect your name and email address, and any personal information you submit in your message as part of your enquiry, to allow us to identify you and communicate with you about your enquiry.

How do we collect it?

Your personal information is collected when you submit an enquiry form through COLIN about our services.

If you were to withhold the information we require for this process, the consequences would be:

We would not be able to contact you regarding your enquiry.

Who do we share your information with?

Your personal information will, or may, be shared with the following organisations or college departments depending on your issue or which department you select to contact:

  • Performance Team
  • Digital Services Team
  • Student Records Team
  • Student Journey Team
  • Student Funding Team
  • Student Support Team
  • Estates Team
  • External Development Team
  • Open Learning Team
  • Freedom of Information
  • Tribal Group – (Student Records system provider)

Details of data transfers to any third countries or international organisations

Your information will not be shared outside of the UK.

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.

Your enquiry information will be kept for 2 years in line with The College’s data retention schedule and then will be destroyed confidentially.

Your personal data may be held for longer by other College departments depending upon your interaction with The College.

Automated decision making processes, including profiling

We do not use any automated decision-making about you.

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

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