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.
Dumfries & Galloway College
For any queries or concerns about how your personal data is being processed you can contact the Data Protection Officer (DPO) at DPO@dumgal.ac.uk.
This privacy notice relates to the following process:
Signing into college as a visitor.
Purpose for processing – why do we collect information about you?
We collect and use your information for the following purposes:
To accurately track visitors to the College as part of our legal obligation to comply with Health and Safety at Work, etc. Act 1974(HSWA).
Our lawful bases (reason) for processing your information is/are:
- You have given consent for the use
- Use is necessary for us to comply with a legal obligation.
What information do we collect about you?
We collect your name and contact details to allow us to identify you and communicate with you in the event of, or if you are unaccounted for in, an emergency.
How do we collect it?
Your personal information is collected when you sign in as a visitor to the College.
You are contractually bound to provide your information for the purpose of tracking visitors to the College.
If you were to withhold the information we require for this process, the consequences would be:
We would not be able to allow you access to the College.
Who do we share your information with?
Your personal information is not routinely shared with external parties but may be shared with emergency services in the case of an incident at the College.
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 information will be kept for one year after your last visit 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.
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 www.ico.org.uk.
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
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