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Privacy Policy - Sharing your information with us

Privacy Notice – Student Data Processing (Forth Valley Student Association)

 

The Data Controller of the information being collected is:

Forth Valley Student Association, Forth Valley College,  Grangemouth Road, Falkirk. FK2 9AD

 

For any queries or concerns about how your personal data is being processed you can contact the Data Protection Officer at: dataprotection@forthvalley.ac.uk

 

 

This privacy statement relates to the following process:

Administration of, and dealing with:

  • complaints
  • general queries
  • safeguarding activities
  • counselling activities
  • referral for third party services
  • use of Google Analytics when you visit our website, and interaction on social media

 

Your information will be used for the following purposes:

Noting, and forwarding to relevant staff when you:

  • have a complaint
  • have a general query
  • need to discuss safeguarding services
  • need to discuss counselling services
  • are referred to third party services or resources

When you contact Student Association staff initially, personal details, such as contact details and student ID number will be forwarded to the relevant College staff members. No personal data will be retained by Student Association staff or office bearers.
 

Google Analytics & Social Media

The Student’s Association use Google Analytics to monitor traffic on our website, this allows us to measure the quantity of visitors to a particular area of the site and report on overall site performance by considering a number of statistics - you can learn more about Google Analytics here. While Google Analytics enables us to report on the number of visitors to the site, it does not allow us to identify users directly. As with our use of cookies, we keep track of Google Analytics data to help shape our service offering, and therefore provide a more relevant service to our users. To enable us to improve each year, we use the figures provided by Google to compare key site statistics such as: unique visitors to a page, number of applications to a course, page exits and error reports. These allow us to improve your experience on our site.

The retention period for Google Analytics data is currently set to 14 months.

We also process your data when you engage with us on Twitter, Facebook and Instagram.

 

Our lawful basis for using the data are:

  • Use is necessary for us to comply with a legal obligation.
  • Use is necessary for the performing a task in the public interest or under official authority vested in us.      
  • Further and Higher Education (Scotland) Act 2005 (23(D))
  • Google analytics, and social media use: Legitimate Interests. A legitimate interests assessment has been carried out for this processing.

 

The data being used includes special category (sensitive) data. Our lawful basis for using this sensitive data are:

Processing is necessary for reasons of substantial public interest and is authorised by domestic law proportionate to the aim pursued. Data Protection Act, Schedule 1, 6.(2)(a)- exercise of a function conferred by an enactment or rule of law:

  • Further and Higher Education (Scotland) Act 2005 (23(D))
  • Explicit consent

 

If you were to withhold the personal information we require for these processes, we would not be able to offer the support services listed.

Your data will, or may, be shared with the following recipients or categories of recipient:

  • College staff (complaints data, safeguarding data, counselling data), National Union of Students (anonymised data).
  • This process does not involve your data being sent outside of the UK.
  • The processing of your data does not involve automated decision making.

Your data will be retained for the following length of time:

  • Complaints Data: once passed on to the relevant department, data is deleted.
  • Safeguarding Data: once passed on to the relevant department, data is deleted.
  • Counselling Data: once passed on to the relevant department, data is deleted.

 

The following rights are rights of data subjects:

  • 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

 

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

 

You also have the right to lodge a complaint with the Information Commissioner’s Office about our handling of your data. Visit: https://ico.org.uk/make-a-complaint/

 

Date: Jan 2023
Signed off by: Communication and Marketing Coordinator (FVSA), & Shared Service DPO (FVC)