Privacy Policy

The Centre for Open Learning (the Centre) is committed to protecting your privacy and keeping you informed of how your information is used. We will only record your personal details in the manner and for the purposes set out in this privacy notice. Data will be kept secure from unauthorised access, use or disclosure.  We will not sell, rent, trade or otherwise knowingly share or provide your personal information to any third party, except insofar as legally obliged to do so or as specified below.

What information do we collect?

Information we collect may include:

  • In response to or as part of any contact with the Centre via electronic means we may request your contact information; such as your name, title, organisation, postal address, telephone, date of birth, email address, nationality and country of birth.
  • Your responses to surveys which we ask you to complete for research purposes.
  • Information required for research subject participation, although this may be subject to a separate consent process or privacy notice.
  • How you use our websites, unless you have opted out of cookie consent.
  • Any other information you post, email or otherwise send to us.
  • Attendance registers and enrolment data
  • Accessibility requirements if disclosed to us.
  • Language proficiency level (only applicable to our language courses and tests).
  • For the purposes of funding and eligibility some our courses require us to collect additional information. This may include; gender, ethnicity, details of previous qualifications, employment status and parental status.

How do we use this information?

The Centre will process the personal data of academics, researchers, students, learners, graduates, visitors, staff and other stakeholders in order to deliver and improve the opportunities and services we provide in a personalised manner, to ensure each individual receives relevant information and to meet our statutory, contractual and legitimate business requirements in the most efficient and effective way.

We do not use profiling or automated decision-making processes.  A human decision maker will always be involved before any decision is reached in relation to you.

Some details may be requested through the Freedom of Information Act, but the data shared will not breach GDPR therefore no information which can be used to identify individuals or protected groups.

Information about you will only be used:

  • If you have provided us with your consent
  • If processing is necessary for the performance of a contract to which the data subject is party or in order to take the steps at the request of the data subject prior to entering into a contract
  • If it is in the legitimate interest of the Centre to process information about you as you are part of the University of Edinburgh community. In order to stay in touch with you and keep you informed of our events, news and services
  • For Human Resource recruitment and selection purposes

With your consent we may:

  • Keep you up to date via electronic, postal and telephone communications with news, events, activities, programmes, services, funding and progress of interest to you with regards to the Centre.
  • Send you University and Centre marketing information

To meet our contractual obligations to you we will:

  • Process contracts for research agreements, funding award applications, placements, licensing agreements and research programme activity
  • Track financial information for reporting
  • Monitor University of Edinburgh staff, student and learner entries into training, awards, programmes and competitions
  • Process recipients of grants, funding and awards won for audit purposes 
  • Capture external, past and current researcher and academic publications and research outcomes
  • Share personal enrolment details and course progression data for research within the University of Edinburgh and external partnership programmes which are organised by the Centre.
  • Process information about you to administer your course attendance at the Centre. After which we may send you presentations, surveys and request feedback

On the basis of our legitimate business interests to you we will:

  • Supply you with the products, services and information that you request from us and to allow us to respond to your enquiry accordingly
  • Analyse the information we collect so that we can administer, support, improve and develop our websites, documentation, teaching and research, room bookings, events and to ensure continuous improvement of all of our services
  • Inform stakeholders of opportunities that may be of interest to them
  • Monitor the progress of the Centre and its stakeholders and inform them of appropriate opportunities and services
  • Assist stakeholders in visa application processes
  • Notify you about changes to our services
  • Send you University and Centre information if you are a professional contact

Cookies and Website Privacy

For more information on our use of cookies and details of how the University of Edinburgh is committed to preserving your privacy, please visit the University of Edinburgh Privacy and cookie Policy information webpages.

A cookie is a small file downloaded on to your device when you access certain websites. Cookies allow sites to recognise your device when you make a return visit.

We will store certain preferences you have using the site if you agree to cookies being collected (within the banner that pops up at the bottom of the site).

We use cookies and other technologies to improve our service, enable the use of third-party services (like YouTube videos) and serve interest-based advertising on third-party websites.

When you leave our website or click on links that lead to external websites, we are unable to control what cookies are set in any way. You will need to set your cookie preferences for those sites as well.

Why and how we use cookies

There are broadly four reasons why a cookie might be stored on your device when visiting the University website.

  • Cookies that make the website work properly for you and enable you to make use of the secure online services that we provide.
  • Cookies that collect data about your use of the website which is then anonymised and used to help us improve our online services.
  • Cookies that remember your preferences and make the site easier for you to use.
  • Cookies that are placed by third party services we make use of to enhance the information we present online. We have no control over these third party cookies.

These cookies are placed on your device either by the University or by the third parties whose services we use as part of the website.

Some cookies are retained in your browser for only as long as you visit our website, while others persist for a longer specified or unspecified period.

How to block cookies

You can restrict or block cookies which are set during your use of the website by changing your browser’s settings. Some pages may not work if you completely disable cookies, but many third party cookies can be safely blocked.

Check information in your browser’s help section for specific instructions on how to manage cookies.

How long will we keep your personal data?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected and, in some cases, so we can comply with our legitimate and contractual obligations.

Storage and transmission of your information

Once we have received your information, we employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction or damage.

Transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website or via email. Any transmission is at your own risk.

Passwords and credentials

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the website or information systems and services, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Online Transactions

All payment transactions will be encrypted.  Areas of the site that process online transactions make use of – and transfer data to – third-party software and service providers.  All third-party software and service providers that we use are compliant with the relevant Payment Card Industry standards.

Payment Cards Industry Security Standards Council website

Information disclosure

Authorised personnel within the Centre will be able to access the information you provide to us. Unless required to do so by law, we will not share, sell or distribute any of the information you provide to us without your consent. To comply with statutory requirements, we are required to share your personal information with external agencies, particularly for the purposes of detection or prevention of crime, fraud and safeguarding. We may also disclose your personal information to the University of Edinburgh or any other subsidiary of the University of Edinburgh, for the purposes disclosed in this privacy statement.

Who we share data with

Information that you share with us may be processed by the following 3rd Parties, you will be informed if this applies to your data:

  • On certain programmes of study we will share information with other participating academic institutions and industry partners
  • Funding bodies
  • External bodies and funders who issue prizes and scholarships for our students and learners.
  • Other departments and services within the University of Edinburgh
  • Diversity Travel – for the purposes of making travel and accommodation arrangements
  • Microsoft Office 365 – the Centre’s business suite utilised to collect applications for some courses/programmes; store and process data; and facilitate email communications

Privacy Statement

  • Jisc Online Surveys – to collect survey responses
  • Infospeed Class Systems for processing and storing application data for courses/programmes
  • Blackboard Learn Ultra – the Centre’s virtual learning environment for credit courses.
  • Short Course Platform – the Centre’s administration system and virtual learning environment for non-credit short courses: Privacy Policy
  • Our payment processer ePay for some online course bookings.

View the ePay privacy policy

You will be informed if this applies to your data.

Additional privacy statements

The University maintains several other privacy statements that are specific to services delivered.

Access, update, unsubscribe or have your information deleted

You have the right to ask for a copy of the information held by us in our records. If you would like a copy of this information, please contact us using the details below. We want to make sure that your information is accurate and up to date. You may also ask us to correct or remove any information you think is inaccurate.

The Centre will provide you with a copy of all information maintained about you upon written request to:

Data Protection Officer

Centre for Open Learning

University of Edinburgh

37 Holyrood Road

Edinburgh EH8 8AQ

Scotland, UK

Or by email to COL@ed.ac.uk

We will correct any inaccuracies in such information as soon as practicable after being notified in writing. Any user may also require that this information be removed from our records by writing, emailing or unsubscribing.

Unsubscribing

If you change your mind about being contacted in the future by any of these means you can opt out from further communications at any point by contacting us directly at COL@ed.ac.uk or at the address above, alternatively unsubscribe via the unsubscribe link at the bottom of email communications you receive from us.

Changes to the privacy policy

We keep this privacy policy under regular review and may amend this policy from time to time. If we make any substantial changes we will notify you by posting a prominent notice on the website.

 

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