Privacy Notice: Needs Assessment

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:

Needs Assessment for Academic Purposes.

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

We collect and use your information for the following purposes:  

This information will be shared with relevant support and academic staff to support the student for academic support purposes.  

The information you provide will be used to identify any additional academic needs that may be required for studying at the College.  

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

  • You have given consent for the use. 
  • Use is necessary for us to comply with a legal obligation. 
  • Use is necessary for performing a task in the public interest or under official authority vested in us.   

The data being used includes special category (sensitive) data. Our legal reason for using this sensitive data is/are:

  • You have given explicit consent to the processing. 
  • Public task: The Post 16 Education (Scotland) Act 2013 allows colleges to provide educational courses and to provide support services for students. 
  • Use is necessary for carrying out obligations under substantial public interest – and is authorised by domestic law proportionate to the aim pursued – Equality and Diversity Act 2010; Protection of Vulnerable Groups (Sco) Act 2007 

What information do we collect about you?

We collect your name, contact details and any potential additional needs requirements to allow us to identify you and communicate with you about your application.  

We also 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. 

How do we collect it?

Your personal information is collected when you enquire about our services in person, on the phone or via email.   

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

We would not be able to assess your potential additional needs application or provide access to support.  

Who do we share your information with?

Your personal information will, or may, be shared with the following organisations or college departments: Educational Support Workers, Advisers, Counsellors and Academic Staff and other members of relevant staff, if required, to effectively support your academic study.   

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

Details of data transfers to any third countries or international organisations

Your information will not be shared outside of the European Economic Area

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 information will be kept for 6 + years in line with the College’s data retention schedule and then will be destroyed confidentially. 

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