University of Edinburgh
 

Scottish Sensory Centre (SSC) Data Protection and Privacy Policy

This document is to explain how the SSC handles any personal detail we obtain through our career long professional learning (CLPL) day courses, accredited longer-term training, visits made to our website and requests to join our mailing list.

This policy document will be kept up to date to reflect any changes to the data protection rules and regulations.

How your information is obtained

Personal and/or work information will be obtained when the SSC receives:

  • Application to attend a one day course/event.
  • Application to undertake a longer-term course of study, eg, Braille Competency course.
  • Application to become a member of the SSC Library.
  • Web search/visit to the SSC website.
  • Participation in an online forum, eg, Scot-VI Forum.
  • Email enquiry for advice and support.
  • Data protection/mailing list form to be added to the mailing list for course information, sensory information and SSC eBulletins.
  • Responses to Surveys/Reports.
  • Personal payments for SSC library subscription, SSC courses or materials.

Application to attend a one day course

Name, work address, job title, email, telephone number, invoice information.

Application to undertake a longer-term course of study, eg, Braille Competency

As above, plus home address contact details and date of birth.

SSC Library Membership

Name, work address, job title, email, telephone number, invoice information.

Web search/visit to the SSC website

See website statement.

Participation in an online forum, eg, Scot-VI Forum

Email and name.

Email/postal enquiries for information, advice and support

Name, email contact, postal address.

Data Protection form to request joining SSC mailing lists

Name, work/home address, job title, email, local authority, telephone number, area of interest.

Responses to surveys/reports

Depending on content, name, local authority, preferences for courses.

Personal online payments for courses via University of Edinburgh’s ePay system

Name, work and/or home address, job title, email, telephone number, for course registration. Name, card billing address, credit or debit card details.

How is your information used:

Application to attend a one-day course

Information collected for a short course will only be used for that course, eg, acknowledgements, confirmations, presentations from the course, follow-up, attendance lists, invoice queries.

Application to undertake a longer-term course of study, eg, Braille Competency

Personal data is shared with the SQA for purposes of entries and certification, required by SQA in exercising their statutory function under the Education (Scotland) Act. See SQA’s Privacy Statement:
https://www.sqa.org.uk/sqa/36588.html

SSC Library Membership

To allow borrowing of books and resources, information on new library purchases, reminders regarding overdue loans and fines, reminders regarding renewal of library membership.

Web search/visit to the SSC website

See website statement.

Participation in an online forum, eg, Scot-VI Forum

Emails are sent to group members only.

Email/postal enquiries for information, advice and support

Used for the purpose of replying to query - not shared without permission.

Data Protection form to request joining SSC mailing lists

Course flyers circulated to mailing list, other relevant sensory information, vacancies for teaching posts, eBulletins.

NB: unless a data protection/mailing list form is completed no information will be directly circulated regardless of how many courses/events have been attended at the SSC by an individual.

Responses to surveys/reports

To elicit preferences/demand for training or other sensory events.

Online payments for courses via University of Edinburgh’s ePay system

Online way to apply/pay for SSC courses and services; managed by the Finance Department, University of Edinburgh:
www.ed.ac.uk/about/website/privacy-policy. The online payments are orocessed by WorldPay (UK) Ltd, a third-party company (they do not share your information).

Who has access to personal information:

Application to attend a one day course

SSC staff for transactional purposes.

Application to undertake a longer-term course of study, eg, Braille Competency

SSC staff and the SQA.

SSC Library Membership

SSC staff.

Web search/visit to the SSC website

Google Analytics/SSC staff.

Participation in an online forum, eg, Scot-VI Forum

SSC staff, any group members who are active on the forum list.

Email/postal enquiries for information, advice and support

SSC staff, third party only if deemed to have more expert knowledge of the area, but only with enquirer’s permission.

Data Protection form to request joining SSC mailing lists

SSC staff.

 

Responses to surveys/reports

SSC staff and the Scottish Government. Information regarding numbers of attendances at courses will be collected for reporting to the Scottish Government in Interim and Annual reporting but this is anonymised and no personal information is included.

Online payments for courses via University of Edinburgh’s ePay system.

University of Edinburgh staff, SSC staff. WorldPay (UK) Ltd, a third-party company which processes card transactions. WorldPay do not share your information with any other organisation or use it for any purpose other than processing card transactions.

Data storage duration and security:

All information is treated confidentially and held on password protected computers/ databases.

Application to attend a one-day course/event

Once anonymised information has been captured for reporting to the Scottish Government the personal information it is based on will be securely destroyed - maximum of 18 months from event.
Reasons for this include query over an invoice, participant needs a record of courses attended for CLPL, etc.

Application to undertake a longer-term course of study, eg, Braille Competency

Uncontracted Braille: 1 year from completion date of last cohort member of a particular intake year.
Contracted Braille: two years from completion date of last cohort member of a particular intake year.
Exceptions: extensions to study period or withdrawal from course - 1 or 2 years from their specific completion date as appropriate.

SSC Library Membership

For duration of membership.

Web search/visit to the SSC website

See website privacy policy.

Participation in an online forum, eg, Scot-VI Forum

The forum is managed by the SSC via the University of Edinburgh. Email addresses are stored and monitored using SYMPA software. Access to the list is by a password-protected login, list members can review and amend their subscription at any time. Deletion of own posts on request.

Email/postal enquiries for information, advice and support

Maximum 18 months.

Data Protection form to request joining SSC mailing lists

Until individual unsubscribes or email is undeliverable.

Responses to surveys/reports

No personal information is retained past the reporting stage.

Online payments for courses via University of Edinburgh’s ePay system

Cookies are used on ePay in order to provide online store functionality. See https://www.epay.ed.ac.uk/help/privacy-cookies

To update your information or have it removed

By email
Email SSC or respond to email received from SSC

new email address?

  • provide new details, or
  • put “Unsubscribe” in email heading

By post

Write to the Administrator, Scottish Sensory Centre, Moray House School of Education, University of Edinburgh, Paterson's Land, Holyrood Road, Edinburgh EH8 8AQ

Telephone

0131 651 6501

Unsubscribe link

Emails and eBulletins etc will be circulated with an unsubscribe link.

SSC Website - cookies

The SSC website uses cookies. Cookies are typically stored on your computer's Internet browser by default. The purpose of cookies is to store settings and information for web pages that you have accessed.

Cookies are present on the SSC Website for:

  • Google Analytics (web monitoring - all SSC Web pages)
  • YouTube (some of our videos are currently hosted by YouTube linked directly to YouTube, we have also embedded videos on a very small number of our webpages - http://www.ssc.education.ed.ac.uk/resources/sqa/list.html)
  • LibraryThing (SSC Library recent books list)

Google Analytics

Google's privacy policy
Opt out of Google Analytics

Name

Data stored

Purpose

Expires

__utma, __utmb, __utmc, __utmv, __utmz

A random unique number or string of letters and numbers to identify your browser, the times and dates that you interacted with the site recently and the marketing materials or referring pages that led you to the site.

Google Analytics is a web analytics service provided by Google, to help us see how our website is used. In doing so information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States. The data collected by Google Analytics is used to analyse how frequently the same people revisit the SSC website, how the website is found (from advertising or referring websites), and which pages are most frequently viewed. This information is combined with data from thousands of other users to create an overall picture of website use, and is never identified individually or personally and is not linked to any other information we store about you.

The longest lasting cookie expires 2 years after your last visit to the website. Others are deleted 6 months, 30 minutes and the moment you close your browser.

Youtube

Google's Privacy Policy
Opt out of Google Analytics

Name

Data stored

Purpose

Expires

SID, LOGIN_INFO, use_hotbox, PREF, SSID, HSID, watched_video_id_list, __utma, __utmz, demographics, VISITOR_INFO1_LIVE

Various unique identifiers, as well as login information that may relate to a Google account.

Google set a number of cookies on any page that includes a Youtube video. While we have no control over the cookies set by Google, they appear to include a mixture of pieces of information to measure the number and behaviour of Youtube users, including information that links your visits to our website with your Google account if you are signed in to one. Information about your use of our website, including your IP address, may be transmitted to Google and stored on servers in the United States.This cookie does not identify you personally unless you are logged into Google, in which case it is linked to your Google account.

Most of the cookies expire 10 years after your last visit to a page containing a Youtube video, although some expire sooner.

Librarything

LibraryThing Privacy Policy

Name

Data stored

Purpose

Expires

LTAnonSessionID, cookie_from

URL information and unique numeric identifier.

Librarything sets two cookies that hold information regarding the URL of the webpage that embeds the service and a unique identifier to record visits of visitors.

Both cookies expire a year after they are set up.