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Office of Intercollegiate Services


Data protection legislation requires organisations to investigate all security incidents suspected of involving personal data and to report confirmed personal data breaches to the Data Protection Officer (DPO) within 72 hours of becoming aware of the breach.

Breaches representing significant risk of harm to individuals' rights and freedoms will need to be reported to the ICO and security/law enforcement services, where a criminal element is involved.  This too should be completed within the 72-hour timeline, or as soon as practicable provided there is a valid justification for the delay.

The Office of Intercollegiate Services has produced an online reporting tool to assist College staff in bringing any incidents involving personal data to the attention of their College Data Protection Lead (CDPL):

The CDPL would use the infromation provided to carry out an initial assessment and oversee remedial measures.  Once the CDPL confirms the incident as a personal data breach, the DPO will carry out a risk assessment and issue further guidance, if required.  These steps need to be completed within the statutory 72-hour timeline.

A PowerPoint walk-through of the online reporting tool by CASC can be found here.

Organisations are required to keep a record of all their personal data breaches, even those that do not need to be reported to the ICO. The DPIR forms act as the internal record for both the Colleges and, separately, their DPO.

Previous DPO guidance on dealing with personal data breaches can be found below:


External Resources

The Information Commissioner's Office (ICO) reviews its guidance on data protection legislation and other privacy laws regularly. These guides and a raft of resources and support materials are available on their website: 


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