Dear University of Edinburgh,

Please provide copies of the various template documentation used when carrying out a data protection impact assessment.

Please provide copies of the template documentation which you use for assessing Legitimate Interests as a legal basis, as referenced in your DPIA pages of your website.
https://www.ed.ac.uk/data-protection/dat...

Yours faithfully,

Alex Hydell

Records Management, University of Edinburgh

Thank you for your email. The University’s working arrangements are
affected by the Coronavirus outbreak but we will respond to your enquiry
as soon as possible.

 

Information requests (freedom of information requests, environmental
information requests, data subject rights requests)

While we will make all efforts to respond to requests promptly, please be
aware that in some cases unfortunately we will not be able to respond
within statutory timescales. The [1]Scottish Information Commissioner’s
Office and the [2]Information Commissioner’s Office have both issued
statements about requests during the Covid-19 pandemic which you may find
helpful.

 

[3]The University of Edinburgh's request privacy notice, which describes
how we use the information you have supplied about yourself and your
request, is published on the University website.

 

The University of Edinburgh is a charitable body, registered in Scotland,
with registration number SC005336.

References

Visible links
1. http://www.itspublicknowledge.info/home/...
2. https://ico.org.uk/
3. https://www.ed.ac.uk/records-management/...

Records Management, University of Edinburgh

Dear Alex Hydell

 

Thank you for your email of 24 June requesting information about data
protection impact assessment documentation.

 

As explained in our automatic reply message, the University’s working
arrangements are affected by the Coronavirus outbreak. Unfortunately, I am
currently unable to tell you exactly when you will receive a response to
your request. However, I can confirm that it is actively being progressed
and that we are making all efforts to respond to your request promptly.
The [1]Scottish Information Commissioner’s Office has issued a statement
about requests during the Covid-19 pandemic which you may find helpful.

 

If you are unhappy with the way the University has handled your request,
you do have the right to ask the University to conduct an internal review
of the reasons for the delay. The [2]Scottish Information Commissioner’s
guidance about this during the Covid-19 pandemic is available on their
website. If you wish to submit a review request you should write to the
Records Management Section (using this email address), describing the
original request, explaining your grounds for dissatisfaction, and
including an address for correspondence. When the review process is
complete, if you are still dissatisfied, you may use the Scottish
Information Commissioner’s guidance on making an appeal to make an appeal
to the Commissioner.

 

[3]The University of Edinburgh's request privacy notice, which describes
how we use the information you have supplied about yourself and your
request, is published on the University website.

 

Yours sincerely

 

Celia Jenkins

Records Management Section

University of Edinburgh

Old College

South Bridge

Edinburgh

EH8 9YL

 

[4]https://www.ed.ac.uk/records-management

 

show quoted sections

Dear Records Management,

Please could you advise when I might expect a response to this request? My request is for template documents which are most likely held either by the Records Management or the Data Protection teams and should be fairly easy to reply with the attachments, so the delay in responding is not really justified to this degree.

Yours sincerely,

Alex Hydell

Records Management, University of Edinburgh

Thank you for your email. The University’s working arrangements are
affected by the Coronavirus outbreak but we will respond to your enquiry
as soon as possible.

 

Information requests (freedom of information requests, environmental
information requests, data subject rights requests)

While we will make all efforts to respond to requests promptly, please be
aware that in some cases unfortunately we will not be able to respond
within statutory timescales. The [1]Scottish Information Commissioner’s
Office and the [2]Information Commissioner’s Office have both issued
statements about requests during the Covid-19 pandemic which you may find
helpful.

Please note that if you have only provided your first (or given) name in
the body of your email your request will not be valid.  To ensure your
request is valid and that the University is obliged to answer it, you must
provide your real name.  If you are making the request on behalf of
someone else you must provide their real name.  The Office of
the [3]Scottish Information Commissioner's guidance on this point explains
that if you do not provide your real name or the name of the person on
whose behalf you are making the request, you will lose your right to
appeal to the Commissioner should you be unhappy with the handling of your
request. The guidance also explains what constitutes a real name for the
purposes of making a request valid. Please refer to the guidance for
further details.

 

[4]The University of Edinburgh's request privacy notice, which describes
how we use the information you have supplied about yourself and your
request, is published on the University website.

 

The University of Edinburgh is a charitable body, registered in Scotland,
with registration number SC005336.

References

Visible links
1. http://www.itspublicknowledge.info/home/...
2. https://ico.org.uk/
3. http://www.itspublicknowledge.info/Law/F...
4. https://www.ed.ac.uk/records-management/...

Records Management, University of Edinburgh

Dear Alex Hydell
Thank you for your email asking for information on your request for DPIA
and LIA documentation.  The University uses templates that are part of an
online assessment tool provided by a third party.  The University does not
own these documents. Instead, they are licensed to the University for its
use and the third party retains all legal rights to them. As a result, we
have had to contact the third party for their views on the disclosure of
these documents. We have therefore not been able to progress your request
as quickly as we would have hoped, and were unable to respond within 20
working days.

As explained in our automatic reply message, the University’s working
arrangements are affected by the Coronavirus outbreak.  However, I can
confirm that your request is actively being progressed and we are working
to respond as soon as possible. We hope to provide you with a response by
31 August at the latest. If we can send a response to you sooner then we
will. 

The [1]Scottish Information Commissioner’s Office has issued a statement
about requests during the Covid-19 pandemic which you may find helpful.
The page, [2]Covid-19 and FOI: Requesting information, explains that
public authorities are still required by the legislation to respond to
requests within the normal timeframe, however it also recognises the
challenges in doing so during the pandemic.

I can only apologise for the delay in responding to your request. However,
as we did not respond to your request within 20 working days, you do have
the right to ask the University to conduct an internal review of the
reasons for the delay. If you wish to do this you should write to the
Records Management Section (using this email address), describing the
original request, explaining your grounds for dissatisfaction, and
including an address for correspondence. When the review process has been
completed, if you are still dissatisfied, you may use the [3]Scottish
Information Commissioner’s guidance on making an appeal to make an appeal
to the Commissioner.

However, please note that the legislation only allows requesters to make
one internal review request in relation to a request. Therefore if you ask
for an internal review now on the basis of our response being late, you
will not be able to seek a further internal review if you are dissatisfied
with the content of the response to your request and your next step will
be to appeal to the Scottish Information Commissioner as described above.

[4]The University of Edinburgh's request privacy notice, which describes
how we use the information you have supplied about yourself and your
request, is published on the University website.
Yours sincerely

Celia Jenkins

Records Management Section

University of Edinburgh

Old College

South Bridge

Edinburgh

EH8 9YL

 

[5]https://www.ed.ac.uk/records-management

show quoted sections

Please use this email address for all replies to this request:
[FOI #672287 email]

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[6]https://www.whatdotheyknow.com/help/offi...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[7]https://www.whatdotheyknow.com/help/ico-...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

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The University of Edinburgh is a charitable body, registered in Scotland,
with registration number SC005336.

References

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3. http://www.itspublicknowledge.info/YourR...
4. https://www.ed.ac.uk/records-management/...
5. https://www.ed.ac.uk/records-management
6. https://www.whatdotheyknow.com/help/offi...
7. https://www.whatdotheyknow.com/help/ico-...

Records Management, University of Edinburgh

4 Attachments

Dear Alex Hydell
Thank you for your email of 24 June 2020 requesting information about data
protection impact assessment (DPIA) and legitimate interest assessment
(LIA) documentation. Please find the University's response attached.
Yours sincerely
Celia Jenkins
Records Management Section
University of Edinburgh
Old College
South Bridge
Edinburgh
EH8 9YL
[1]https://www.ed.ac.uk/records-management
The University of Edinburgh is a charitable body, registered in Scotland,
with registration number SC005336.

References

Visible links
1. https://www.ed.ac.uk/records-management