Privacy Notice: Lecture Recording

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:

Recording of lectures and recording for assessment purposes.

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

In order to improve the student experience of teaching sessions being delivered online, DGC might record the online teaching session and post it to your course Microsoft Team. The recording is made and posted up to enable absent students to access the teaching session, students who attended to re-visit the session and tutors to reflect on the teaching session and plan future teaching sessions accordingly. Depending on how the teaching session is delivered this may include the recording of audio or video of the tutors and/or students. Occasionally short excerpts of recordings may be used within DGC to demonstrate good technological/teaching practice.

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

The lawful bases for processing your personal data are:

  • Contract: The use is necessary for the performance of a contract with you.
  • Public Task: The use is necessary for the performance of a task carried out in the public interest. This is because the College is a public body with duties to provide teaching and assessment in line with the law.

What information do we collect about you?

Parts of the recording are personal data according to data protection law. Personal data in the recordings include your name, images of you, any opinions you contribute, and anything you say about yourself.

How do we collect it?

We collect the data by recording sessions or meetings. The lecturer will tell you if an online teaching session (e.g. via Microsoft Teams or VScene) is being recorded and a banner showing ‘Recording’ will show on your computer screen.

Who do we share your information with?

The College will not share your personal information with any third parties or use the information provided for any purpose other than outlined above.

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

The recordings will be stored securely on the Microsoft 365 cloud, in the EU. The recordings will be stored and posted within the MS Team they were created in for the rest of the academic year. The recording is then permanently deleted.

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 information will be kept for the duration of the academic year in line with the College’s data retention schedule and then will be destroyed confidentially.

Recording for assessment purposes will be kept for the specific timeframe of the Awarding Body, such as 5 years for IMI assessment evidence.

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 734 364 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