Privacy Notice: Fife College/SocialOptic Online Portal
Thank you for taking part in our survey.
Data Controller
Fife College, established under the Further and Higher Education (Scotland) Act 1992, with its registered office address as Pittsburgh Road, Dunfermline KY11 8DY, is the controller of personal data provided by respondents to the Employee Engagement Survey. It is registered with the Information Commissioner’s Office, registered number Z8522159
Data Processor
We use a third-party processor, SocialOptic who administer the survey on our behalf, and carry out statistical analyses of the survey results in accordance with our instructions. SocialOptic will not share your personal data with any organisation apart from Fife College, except where we authorise them to do so.
What personal data we collect
The surveys, consultations or forms may collect some or all of the following personal data: name, email address, mobile number, telephone number, postcode.
How we use your data (purposes)
Your email address may be used to send you an invitation to the survey, and reminder emails. Responses will be anonymised before reporting, and minimum response thresholds are applied to further protect your anonymity.
Legal basis for processing personal data
Our legal basis for processing survey data will vary according to the purpose of the survey.
The processing may be necessary as part of our public task to provide education or it may be necessary to pursue our legitimate interests, where these interests have been balanced against the needs of individuals.
International data transfers and storage location(s)
As standard we do not transfer your personal data outside the United Kingdom. SocialOptic uses UK-based servers, and all data processing takes place within the UK.
Retention and disposal policy
Personal data will be stored during the field period of the survey, consultation, or form and for the subsequent analysis. Following this, all data gathered (including personal data) will be retained as detailed in the Fife College “Document Retention Guide”. Once this time has elapsed the data will be deleted. Personal data will not be retained for longer than a year following the completion of the survey.
How we keep your data secure
SocialOptic is certified under industry standard cyber security credentials (Cyber Essentials and IASME information assurance standards) as well as audits by financial services and government organisations. SocialOptic has a data security policy, data governance policy, business continuity plan and incident management process which are regularly reviewed. These policies cover patch management, testing, audit and the full data life cycle.
Each customer instance of SurveyOptic operates in its own separate, virtualised environment, ensuring the highest levels of data confidentiality. All data is held within UK-based data centres, with a primary data centre and mirroring to a secondary UK data centre, with a tertiary stand-by data centre for reliance, availability, and disaster recovery. All data centres are ISO 27001 certified, with independently verified security accreditations covering physical access control and logical security. All data is encrypted during transfer and storage and is automatically backed up in real time. Survey responses are journaled with a periodic roll up to minimise the chance of data loss, as well as periodic full snapshot backups providing an additional level of protection and recovery.
Your rights
You have rights in law about the processing of your personal data, please see here for further details.
Comments or complaints
If anything is unclear, or if you have any questions relating to how your data is being processed, or about exercising your rights, please contact our Data Protection Officer, whose contact details are included below
Data Protection Officer
Fife College
Pittsburgh Road
Dunfermline, Fife
KY11 8DY
email: dpo@fife.ac.uk
Tel: 0344 248 0115
Fife College complies with the Data Protection Act 2018 in the gathering, storage, use, release, and disposal of personal information. For more information Fife College data protection information
Anyone who is still not satisfied can complain to the Information Commissioners Office. Their website address is www.ico.org.uk and their postal address is:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Changes to this notice
This privacy notice is kept under regular review, and new versions will be available on our privacy notice page on our website. This privacy notice was last updated on 24/08/2022.