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Privacy Policy

Privacy Policy

This Policy explains our approach to the collection of information and use in connection with this website as well as the specific choices you can make about your own information. Please read this Policy carefully. By using the site you will have deemed to have agreed to this Policy. If you do not agree with the Policy please do not use the site. We may change this Policy from time to time, so please review it regularly.

If you have any questions about this Policy or the information we hold please contact us at privacy@scholar.hw.ac.uk.

SCHOLAR as a trading arm of Heriot Watt University is the data processor for the personal data, with the exception of email addresses not provided by SEEMiS, we hold about you whereas the data controller is SEEMiS. The data controller for email addresses of students and staff not provided by SEEMiS is Heriot-Watt University.

  • We process information and personal data to administer the SCHOLAR service for the benefit of Scottish education in schools and Colleges;
  • We could not exercise our contractual responsibilities and fulfil our education, training and support obligations to you without collecting, holding and processing your personal information. This Policy explains what personal information we hold, what we do with it and why.
  • We hold your personal information securely and restrict access to people who need to use it in the course of their duties.
  • We collect and process your information in order to provide access to this website and to provide progress

Personal Information

  • We collect, hold, process personal information in all formats for the purposes set out in this Policy. Any data we obtain from SEEMiS under a Data Sharing Agreement (DSA) or other organisations subscribing to SCHOLAR is deemed necessary for the proper delivery and conduct of the SCHOLAR service. The information we collect are:

    Student

    • Personal details (first name and last name, Scottish Candidate Number);
    • Education details (school name and address, subjects enrolled with SQA);
    • Your Education/Local Authority;
    • Email address.

    Staff

    • Personal details (first name and last name);
    • Employer details (school name and address, Education Authority);
    • Email address.

     

  • We collect and process your information to:

    Student

    • Enrol you for your school timetabled subjects where SCHOLAR content exists;
    • Provide you and your teacher/tutor with your formative assessment data;
    • Allow the use of your email address for password recovery or when the password changes;
    • Provide you with an improved educational service, educational evaluations and for educational research purposes;
    • Deal with queries, complaints and disciplinary matters promptly and fairly;
    • Comply with legal obligations where this is necessary for the detection, investigation and reporting of criminal offences.

    Staff

    • Enrol you for your school and/or class timetabled subjects where SCHOLAR content exists;
    • Allow the use of your email address for password recovery or when the password changes;
    • Send a welcome message when enrolled in a new annual cohort;
    • The distribution of student and staff account details of your school as the school SCHOLAR coordinator;
    • Provide you with an improved educational service, educational evaluations and for educational research purposes;
    • Deal with queries, complaints and disciplinary matters promptly and fairly;
    • Provide you with Newsletters or other service functions only when you have consented to receive them.

     

  • We may publish or share your personal data only when we have received your consent or where one of the following conditions are met:
    • We may receive your consent from the data controller;
    • We may appoint people and organisations to work for us and contract them to act as data sub-processors on our behalf for any of the above purposes. Examples include but are not limited to provision of email and other services, hosting communication services, IT system maintenance, incident management services;
    • Provide limited information necessary to an organisation with a statutory function, such as the police, where this is necessary for law enforcement.

     

  • We keep information about you for as long as needed to:
    • Provide you with the academic content and support services;
    • Meet our contractual obligations with the subscribing organisations e.g. Local Authorities;
    • Conduct educational evaluation and educational research purposes only.

     

  • When information is no longer required for the purposes set out in this Privacy Policy, we will permanently anonymise any information by erasing personal data from the system.

     

  • You have the right to:
    • Find out what personal information we process about you and obtain a copy of the data, free of charge, within one month of the request. We may make a charge for additional copies of the same information;
    • Ask us to correct inaccurate or incomplete data;
    • Object to the way we are using your personal data if you think we are using your information unfairly or unlawfully;
    • Complain to the UK Information Commissioner’s Office.

     

  • Under certain conditions, you also have the right to ask us to:
    • Restrict the use of your information e.g. if you have raised issues about the accuracy of your data until we have investigated and responded to your concerns;
    • Erase your information from our records;
    • Comply with your request where there is a previous agreement in place to process your data and have withdrawn your consent to further processing.

If you have any questions about what we do with your information or your rights under privacy laws, you can contact us using the email address privacy@scholar.hw.ac.uk.