International Education Agent Privacy Notice

Please see the separate privacy notice for International Students who are enrolled or interested in enrolling at the College.

Who is collecting the information?

Edinburgh College is the Data Controller. The International Team can be contacted through international@edinburghcollege.ac.uk. We have a Data Protection Officer (DPO), who can be contacted by emailing: dataprotection@edinburghcollege.ac.uk.

Why are we collecting it, and what are we doing with it (Purpose)?

Edinburgh College are collecting data to:

• Facilitate agreements with Agent organisations for the recruitment and support of international students, and the ongoing management of those agreements.
• Conduct due diligence to approve the Agent organisation to work with.
• Manage payments of any commission due.
• Maintain accurate accounts and records.
• Communicate with and manage relationships with staff contacts at the Agent organisation.
• Provide training, regular communications and access to our latest marketing materials.

What personal data do we collect?

We collect and hold a range of personal data and other information for the above purposes. This includes:

• Contact details, such as names, email addresses, and phone numbers, for Agent staff.
• Company details, including name, business registration documents, location, website, records of completed external training, countries students are recruited from, and courses they may be interested in.
• Details relating to the approval process, including whether approved or not and why.
• Contract details.
• Training (where provided) and communications records.
• Financial information to process commission payments.

The lawful basis for the processing

UK General Data Protection Regulation (UK GDPR) Article 6(1)(f) “(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party”; the interests are for both the College and Agent organisation to engage and communicate with each other so that we can work together.

Who we share the information with

We do not otherwise share the data outside Edinburgh College unless required by law or in the event of legal proceedings.

How long do we hold the personal data?

The agreement and its records will be retained for 6 years from the agreement's end date. Financial records are retained for 6 years from the end of the financial year.

Individuals’ rights in relation to this processing

Under data protection law, you have a number of rights; the rights that may apply to this processing are:

• Right to be Informed – i.e., a privacy notice.
• Right of Access – you have the right to access your personal information.
• Right to Rectification – you have the right to have inaccurate or incomplete personal data corrected.
• Right to Erasure – you can request that your personal data be deleted.
• Right to Restriction – this means you can restrict the processing of your information.

If you wish to exercise your rights, please contact the Data Protection Team at dataprotection@edinburghcollege.ac.uk.

Complaints to the UK Information Commissioner’s Office (ICO)

If you are concerned about how your personal data is being used by the College, in the first instance, please contact the College Data Protection Officer (DPO) at DataProtection@edinburghcollege.ac.uk. If you are not satisfied with the outcome, then you can complain to the regulator of data protection, the UK Information Commissioner’s Office (ICO). The ICO guides on the ICO website.

You can email them at casework@ico.org.uk, call them on 0303-123-113, or you can send a letter to them at the following address: