This is a statement of the practices of Dorset College, in connection with the capture and the use of personal data and the steps taken by Dorset College to protect your personal data and respect your right to privacy.
Dorset College fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with Dorset College. Any personal information which you volunteer to Dorset College will be treated with the highest standards of security and confidentiality, in accordance with Irish and European Data Protection legislation. Dorset College shall process your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 and the Data Protection Act 2018.
The privacy notice explains the following:
How we collect and use personal data?
How and why we collect personal data?
The data we collect from you will be used by Dorset College in accordance with the purposes outlined in this privacy notice. We collect personal data via website forms, written application forms and documents, email and phone enquiries and surveys. We also collect information via third parties.
We process data relating to students as detailed in the table below. Personal data and occasionally sensitive personal data may be collected directly from students who avail of specific services. If you provide Dorset College with your data for these purposes, then specific privacy information will be provided at the point of collection.
Legal basis for processing (Administrative)
Necessary to carry out the objectives and functions of Dorset College. Performance of a contract and statutory requirements.
Legal Basis: Necessary to carry out the objects and functions of Dorset College
Legal Basis: Consent or explicit consent. Vital interests of the individual. Necessary to carry out the objects and functions of Dorset College.
Duty of Care
If necessary due to a medical emergency, the protection of vital interests. The protection of public health.
Legal Basis: Vital interests of the individual and statutory requirements.
Financial: Processing and recovery of fees and payments.
Legal Basis: Necessary to carry out the objects and functions of Dorset College.
Health & Safety
The administration of campus CCTV for security. Provision of a safe environment for educational activities.
Legal Basis: Legitimate interest of Dorset College/statutory requirement.
Garda Vetting for placements on specific courses. For the purposes of criminal investigations. When requested by An Garda Síochána.Exercise or defence of legal claims.
Legal Basis: Statutory requirement /Legal claims.
Communication: Provide information about the College events and activities.
Legal Basis: Necessary to carry out the objects and functions of Dorset College.
Retention of academic data and data of archival value in the public interest.
Legal Basis:Necessary to carry out the objects and functions of Dorset College. Permitted by section 42 of the Data Protection Act 2018.
We collect personal data for the purposes of recruitment and for the formation and administration of the contract of employment and employee relationship. Additional data may be collected from staff when they register to use other services within Dorset College.
Members of the Public and Consumers
We collect data from members of the public in order to respond to enquiries, process transactions, administer services and accept bookings for events. We may add your personal data to a relevant mailing list if you have made an enquiry in relation to a service, if a transaction has taken place or if you have specifically requested to be added to a mailing list in order to receive information which is of interest to you. In the event that we do record your data on a mailing list you will be provided with the opportunity to opt out from the outset and in all our communications with you and we will only send you information relevant to your initial enquiry or transaction.
Information on internet traffic is collected routinely by Dorset College and also at other points along the route in the internet. This technical information is used to ensure the smooth running of the computer network in Dorset College and for statistical or administrative purposes. It is NOT used to gather identifiable personal information on individual website visitors, except in so far as this is permitted by law and may be necessary in order to prevent or detect problems or offences in relation to the operation of the website.
We sometimes collect data from children under the age of 18. Children's data is collected for the purposes of providing information on courses and admissions.
CCTV cameras are in operation in all our building campuses in order to provide enhanced protection for students, staff and visitors.
Photographs or videos of staff and students may be taken on campus at official events such as graduation ceremonies. Dorset College will frequently take photographs or video at these events which may be shared on Dorset College website or social media accounts. Where the use of photographs or video may not be reasonably expected by individuals, Dorset College will seek consent to publish photographs or video where it is practical to do so. Individuals have the right to object to the use of their photograph and should contact the event organiser in the first instance or Dorset College Data Protection Officer, firstname.lastname@example.org
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The purpose and legal basis for collecting your data
In order for the use of personal data to be lawful, it should be processed on the basis of either the consent of an individual concerned or another legal basis as set out in the General Data Protection Regulation or in the Data Protection Act 2018.
Dorset College will ensure that your data is processed fairly and lawfully in keeping with the principles of data protection and will process personal data under various legal bases depending on the purpose for which the data is collected.
Specific information on the legal basis for processing your personal data will also be provided at the point of collection of personal data. These may include:
How we store and secure your data
Any data we collect from you will be stored confidentially and securely. Dorset College is committed to ensuring all accesses to, uses of, and processing of data is performed in a secure manner.
In keeping with the data protection principles we will only store your data for as long as is necessary and in accordance with the law. (INCLUDE RECORDS MANAGEMENT POLICY LINK HERE?)
When we store your personal data on our systems the data will primarily be stored either on Dorset College premises or secure IT platforms within the European Economic Area (EEA) which are also subject to European data protection requirements.
We may store or share your data outside the EEA in the following circumstances:
Details of third parties with whom we share personal data
Dorset College will share your data with third parties where necessary for purposes of the processing and where there is a legal basis to do so. Dorset College may share relevant personal data with the following categories of third parties:
When we share your data with the third parties outlined here Dorset College will endeavour only to share the data that is needed, that the data is only processed according to our specific instructions and that the same standards of confidentiality and security are maintained. Once the processing of the data is complete any third parties with whom data was shared will be required to return the data to Dorset College save where they are required to retain it by law.
What are your rights?
You have the following rights over the way we process your personal data.
Right of Access: You have the right to request a copy of the personal data we are processing about you and to exercise that right easily and at reasonable intervals.
Consent: You have the right to withdraw your consent where that is the legal basis of our processing.
Rectification: You have the right to have inaccuracies in personal data that we hold about you rectified.
Erasure: You have the right to have your personal data deleted where we no longer have any justification for retaining it.
Object: You have the right to object to processing your personal data if:
You have the right to restrict the processing of your personal data if:
Where it is technically feasible you have the right to have a readily accessible electronic copy of your data transferred or moved to another data controller if we are processing your data based on your consent and if that processing is carried out by automated means.
If you have any queries relating to the processing of your personal data or if you wish to make a complaint or escalate an issue relating to any of your rights you can contact the Data Protection Officer at Dorset College.
Finally if you are not satisfied with the information we have provided to you in relation to the processing of your data or you can also make a complaint to the Data Protection Commissioner via the link in their website Making a Complaint to the DPC.