Some of the language used in privacy notices can be specialised. The Information Commissioner's website provides a useful introduction to key terms and concepts.
The purpose of the processing
The purpose of the processing is to enable delegates, speakers and a small number of other attendees to register for and attend the Legislators Summit being held at the Scottish Parliament on Friday 5 November 2021 and Saturday 6 November 2021. The Summit will be broadcast using video conferencing software to digital delegates using the Interprefy platform and to public attendees via SPTV and GLOBE International website. Digital delegates will be able to participate via the Interprefy chat function. Public attendees will only be able to view the broadcast.
As the Legislators Summit is a major public event, we will process personal data from operation of the Scottish Parliaments Closed Circuit Television (CCTV) System during the event.
Further information about the processing of personal data by the CCTV System
Summit sessions
The SPCB will use Interprefy, a third-party video conferencing tool to record and broadcast the event to digital delegates and public attendees. If you are a delegate, speaker or are attending to give a presentation to delegates, your image and what you say during participation in a session or while giving a presentation will be captured on video. Photography and video will be held in the Parliament’s photography and film archives and may be transferred to the Scottish Parliament archive at National Records of Scotland.
Filming and photography at the event
The SPCB will take video and photography footage of the Event. Video footage will be streamed live on our social media accounts and on the Scottish Parliament TV. It may also appear online and in the media. Footage will then be kept as on-demand footage available on the Scottish Parliament website. Photographs of the Event will be used for promoting the role of the Scottish Parliament in educational material, on the Scottish Parliament’s website and social media accounts. Images will be sent to
media and there may be photographers from the media in the sessions capturing still images as well that may also be published.
Read our privacy notice on broadcasting and photography
Categories of information processed
The personal data used is normal category data such as your name and the name of the organisation that you are representing.
If you supply us with any information relating to your health in order to allow us to make special accessibility arrangements to facilitate your visit, this information will be *special category data.
*Special category personal data includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purposes of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
Source of the information
Information regarding Event participants, which is their name and the name of the organisation they are representing, is provided directly by the organisation which the guests are representing.
Legal basis for data processing
The legal basis for processing the personal data is that it is necessary for a task carried out in the public interest (Article 6(1)(e) UK General Data Protection Regulation (UK GDPR)). In this case, the public interest task is the facilitation of a ceremonial event which is part of the core task of the SPCB.
If you provide us with any health-related information, the processing is necessary for a task carried out in the substantial public interest (Article 9(2)(g) UK GDPR).
For the transfer of data to the National Records of Scotland, the legal basis is that it is necessary for archiving purposes in the public interest (Article 6(1)(e) UK GDPR, section 8(d) of the Data Protection Act 2018.)
Data sharing
Data will not be shared with internal teams other than those required to facilitate attendance at the event.
Where necessary, and proportionate, and upon being satisfied as to the reasons for doing so the SPCB may allow access to CCTV cameras by Police Scotland.
Read our privacy notice for recording and storing of CCTV footage
Retention of data
Significant events such as the Globe International Legislators’ Summit will go on to form part of the public record. Personal information contained within a public record will be retained in accordance with the Scottish Parliament records management policy and may be transferred to the Scottish Parliament archive at National Records of Scotland, where it will be publicly available at a point when any applied restrictions have expired.
Personal data obtained any accessibility or dietary requirements will be destroyed within 5 working days of the Event taking place.
Children and young people safeguarding and child protection
In line with the principles underlying the National Guidance for Child Protection in Scotland (2014), published by the Scottish Government, our staff may report a concern to the relevant authorities if they come across an issue during their work which causes then to think that a child may be at risk of abuse or harm.
Your rights
Data protection legislation sets out the rights which individuals have in relation to personal data held about them by data controllers. Applicable rights are listed below. You can exercise your data subject rights in particular circumstances depending on the purpose for which the data controller is processing the data and the legal basis upon which the processing takes place.
The following rights may apply:
Access to your information
You have the right to request a copy of the personal information about you that we hold.
Further information on how to make a data protection subject access request.
Correcting your information
You have the right to ask us to correct the personal data we hold about you. We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Objecting to how we may use your information
You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
- please note that the right to object to the processing of personal data does not apply where the data subject has consented to the processing, subject to the right to withdraw consent
- the right to object to the processing of personal data for the purposes of a public interest task is restricted if there are legitimate grounds for the processing which override the interest of the data subject
- the right of erasure and the right to object to processing of personal data do not apply where personal data is processed for the performance of a legal obligation. This will be considered on a case by case basis and depends on what personal data is involved and the risks further processing of that data could pose to you
Deletion of your information
You have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purposes for which it was obtained
- we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
- you have validly objected to our use of your personal information – see Objecting to how we may use your information above
- our use of your personal information is contrary to law or our other legal obligations
- please note that the right allowing for deletion or erasure of personal data (right to be forgotten) does not apply in cases where personal data is processed for the purposes of the performance of a task carried out in the public interest
- the right of erasure and the right to object to processing of personal data do not apply where personal data is processed for the performance of a legal obligation. This will be considered on a case by case basis and depends on what personal data is involved and the risks further processing of that data could pose to you
Restricting how we may use your information
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information, but you don't want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Withdrawing consent to using your information
Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purposes for which consent was given.
Please contact us in any of the ways set out below if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website. Paper copies of the privacy statement may also be obtained using the contact information below.
This privacy statement was last updated on 26 October 2021.
Contact information and further advice
If you have any further questions about the way in which we process personal data, or
about how to exercise your rights, please contact the Head of Information Governance
at:
The Scottish Parliament
Edinburgh
EH99 1SP
Telephone: 0131 348 6913
(Calls are welcome through the Text Relay service or in British Sign Language through contactSCOTLAND-BSL.)
Email: dataprotection@parliament.scot
Please contact us if you require information in another language or format
Complaints
We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner's Office online at: https://ico.org.uk/make-a-complaint.
Or by phone at: 0303 123 1113