International Student Privacy Notice
Glasgow Clyde College takes its data protection responsibilities seriously. The purpose of this Privacy Notice is to inform you how we will process your personal information, setting out our responsibilities and obligations as a Data Controller.
The Data Controller for your information is Glasgow Clyde College, 690 Mosspark Road, Cardonald, Glasgow, G52 3AY, registered with the ICO, registration number Z7497735.
All your personal information will be treated in accordance with data protection law including the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
For any queries or concerns about how your personal data is being processed you can contact the Data Protection Officer at email@example.com
The College will use your personal data for the following purpose(s):
- Recruitment, application, admissions, and enrolment purposes and to provide you with information about IT and other support services.
- Making and keeping student records on central systems, maintaining your student record and managing academic processes.
- Educational, assessment and training purposes, including providing you with technology which assist you to undertake and manage your studies, and assessment and to record and reflect on your learning, (e.g Virtual Learning Environment).
- Support purposes, including the provision of advice and support to you, academic services, welfare including counselling and pastoral services, academic support, health care services, health and safety, attendance monitoring, vacancy information and careers guidance, where you need or choose to access these services.
- Undertaking enquiries and investigations in relation to complaints, student conduct, fitness to study, academic appeals, and any other enquiries and investigations in line with college policies
- Managing college services including IT services, library services and events.
- Administering financial matters. This includes your liability for fees, payment of, student fees.
- Communication purposes including email, text messages and other electronic communications.
- Providing reports to education sector bodies, such as the Scottish Funding Council and Glasgow Regional Colleges Board, which provides funding to Glasgow Clyde College.
- For the purposes of ensuring that our College community remains safe and inclusive, including the management of behavioural or disciplinary issues (including use or misuse of electronic and communication systems and social media) and use of CCTV.
- Research including monitoring quality and performance.
- Contacting your emergency contacts.
- Confirmation of awards.
- Where you provide written consent, providing references to future employers or Further or Higher Education Institutes.
- Statistical and archive purposes
Our lawful basis for using the data is/are:
- necessary for the performance of a contract between the College and the individual
- necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
The data being used may include special category (sensitive) data where necessary, as underpinned by law and with appropriate safeguards in place. Our legal reason for using this sensitive data where necessary is/are:
- for reasons of substantial public interest, underpinned by law and is proportionate, respects data protection rights and safeguards the rights of the individual
If you were to withhold the personal information we require for this process, the consequences would be:
- you would be unable to study with us as we need to process your data to deliver your learning and to meet our statutory obligations.
Your data will, or may, be shared with the following recipients or categories of recipient:
We need to disclose personal and special category ‘sensitive’ personal data to some external bodies as part of our statutory functions as required by law. These organisations are Data Controllers for your data, except where explicitly stated otherwise. Under these conditions, your data may be provided to organisations including but not limited to:
- The Scottish Funding Council (SFC). Statistical personal information will be shared with the Scottish Funding Council to allow them to allocate appropriate funding to colleges in line with Scottish Government strategies and their statutory duties. For more information on how the Scottish Funding Council use your personal data please see their College Student Privacy Notice on their website. Information you give us at enrolment about your disability status, ethnicity, sexual orientation, gender reassignment or religion, will be included in information we send to SFC and it will be used to assist with monitoring equality of opportunity and eliminating unlawful discrimination in accordance with the Equality Act. Some other sensitive information is used to enable research into the provision of fair access to education, for example, whether you are care experienced.
- Awarding bodies, for example the Scottish Qualifications Agency (SQA)
- The Glasgow College’s Regional Board (GCRB), where anonymised data is sent from the College to the Board for financial audit, reporting and research and statistical purposes.
- Home Office/UK Visas and Immigration (UKVI).
- Law enforcement agencies and debt controllers.
- Local authorities, for example Glasgow City Council in relation to Council Tax and Electoral Registration. To meet legal obligations, we may provide information to Councils for exemption of Council Tax. In addition, your information will be shared with the Electoral Registration Office in accordance with the Representation of the People Act 1983.
- Other Colleges and Universities in relation to entry applications or Pathways Programmes.
- Software Service Providers, for example Capita and Moodle, where the provider is acting as a Data Processor on behalf of the College under contract.
This process does not involve your data being sent outside of the European Union.
The processing of your data does not involve automated decision-making
Your data will be retained for the following length of time:
We will retain your personal data for the minimum amount of time necessary for the purposes for which it was collected as described in this privacy notice. If your application is unsuccessful, the College will hold your Student Record without enrolment details or other linked record for current + 1 year. If your application is successful, a student record with enrolment details will be created and held by the College for current + 15 years. We need to keep certain records for specific periods of time under law to show that your funding paid for your place at the College as part of an audit. We keep your full student record for current + 7 years and then a limited amount of data as part of a permanent record of you being a student for archival purposes – this will be for up to fifteen years after your course ends – and is often used as evidence of your qualification by your future employers. We have a Data Retention Schedule in place across the College to ensure that we only hold the minimum data for the minimum time necessary to meet our legal obligations and business needs.
Related Privacy Notice(s):
Under data protection law, you have legal rights in relation to your information, including:
- your right to be informed of how your data is being processed, (as in this privacy notice);
- your right to access and obtain a copy of your data on request, often referred to as a subject access request;
- your right to ask an organisation to change incorrect or incomplete data;
- your right to ask an organisation to delete or stop processing your data under certain circumstances;
- your right to object to the processing of your data under certain circumstances;
- your right to data portability and in relation to automated decision making and profiling.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply. Further details about your privacy rights can be found on the Information Commissioner’s Office website www.ico.org.uk
If you would like further information about how your personal data is processed by the College or you have any concerns, please contact our Data Protection Officer (DPO) in the first instance at firstname.lastname@example.org
If you are dissatisfied with the response, you have the right to lodge a complaint with the Information Commissioner’s Office using their website https://ico.org.uk/make-a-complaint/ by email: email@example.com or by phone on 0303 123 1113. Alternatively, you can write to:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We review our privacy notices regularly.