Degree Show retention schedules

Legal bases used

• Consent: Used in cases where an active opt-in is required for the processing and use of personal data.

• Legitimate interest: Used in cases where there is a legitimate interest for the University without negatively affecting the rights and freedoms of the people whose data is being processed, where there is a reasonable expectation of how this data will be used, and where the processing of data is necessary to complete these tasks.

Web

Student record on Degree Show website

• Format: Electronic
• Legal basis: 2018 = Consent, 2019-onwards = Legitimate interest
• Retention schedule: 3 years

Student features on Degree Show website

• Format: Electronic
• Legal basis: Legitimate interest
• Retention schedule: 2 years

Contact details for students interviewed for features section of Degree Show website

• Format: Electronic
• Legal basis: Legitimate interest
• Retention schedule: 3 months

News items on Edinburgh College of Art website

• Format: Electronic
• Legal basis: Legitimate interest
• Retention schedule: 2 years

Social media content on Facebook, Twitter and Instagram promoting Degree Show (with student work and features)

• Format: Electronic
• Legal basis: Legitimate interest
• Retention schedule: Indefinite

Email

Email addresses collected through sign-up forms for event invitations

• Format: Electronic (Dotmailer list)
• Legal basis: Consent
• Retention schedule: Length varied. Sign up form will state retention length which needs to be agreed to.

Photography

Photography and video permission forms

• Format: Paper
• Legal basis: Consent
• Retention schedule: Indefinite

Photography and video of Degree Show set up featuring individually identifiable students

• Format: Electronic
• Legal basis: Consent
• Retention schedule: Indefinite

Photos and videos of private views and associated events

• Format: Electronic
• Legal basis: Legitimate interest
• Retention schedule: Indefinite