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Records and Retention

Staff Records

Employment details; payroll and processing information; Provisioning access to DkIT services (ICT and physical services); Pension records, leave records.

Student Records

Information on student data that we collect

Student Records Management

Academic record management including records pertaining to : registration; fees administration; examinations; awards managments, access to services and facilities; access to online facilities; statistical reporting including government statutory returns. Sensitive data for example medical information - students may provide personal and medical data to DkIT in their registration for student support services. This information is required to establish that the individual requires additional student support services and what they might be, to that normally provisioned to the general student population and to allow the Institute deliver those additional supports. DkIT will never disclose any sensitive data to any third party without the individual's prior approval and consent.

The provision of other contact details (other than name and address) is necessary as this may be required for regulatory /communication purposes, eg grants or an Institute wide communication, using email or SMS services to communicate with such a large body of users. Examples of communications to study body might include notifications with regard to class cancellation, sports & societies groups and emergency information.

Retention of Records

DkIT will keep student's result permanently after the student ceases to be a student to retain the academic record of the student.

DkIT will keep staff employment records permanently after the staff member ceases to be a staff member. These records will be minimal in content and only that which will allow the Institute to fulfil its obligations pertaining to staff pay and pension entitlements following tenure at DkIT.

DkIT may share some data with authorised agents or third parties who act on behalf of DkIT in connection with the activities already referred to above however DkIT continue to be the Data Controller and authorised agents or third party processors will be operating on our behalf and in line with data protection legsilation and Institute guidelines for data protection and security. Further information on who the Institute may share data with is contained in the Privacy notices contained on this website.

From a legal perspective, DkIT may disclose student data if it is under a duty to do so in order to comply with any legal obligation; ie any applicable law, a summons, a search warrant, a court order or other valid legal process.


From time to time, DkIT and/or authorised agents acting on behalf of DkIT may wish to contact students about related services which may be of interest to students or to gain feedback to better enhance services offered to students. This could involve the taking of photos at Institute or related events however in both instances students have to give their explicit consent to be contacted in this manner and their permission sought for photo to be taken and subsequently used. To avoid any doubt however, DkIT will never sell or provide personal data to third parties who do not provide services to DkIT and DkIT will never use personal data to market non-DkIT related products or services.

We are committed to a policy of protecting the rights and freedoms of individuals with respect to the processing of their personal data. As such, DkIT has developed a number of Policies that must be adhered to in order to comply with GDPR and these are listed on this website under Policies and Procedures.