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
We collect/use personal data for the purpose of making arrangements for an event at the Scottish Parliament or in a local community and responding to related enquiries. This information is not stored by the Parliament after the event.
Delegates may choose to provide data during the event for specific purposes (such as signing up to our electronic newsletter) and this would be processed in line with the privacy notice for such activities.
Categories of information provided
We process normal category data including names, addresses and telephone numbers.
We may also process more sensitive, *special category data such as any particular dietary or accessibility requirements to facilitate your attendance at events and activities.
Special category data consists of information revealing
- racial or ethnic origin
- political opinions
- religious or philosophical beliefs
- trade union membership
- the processing of genetic data
- biometric data for the purposes of uniquely identifying a natural person
- data concerning health
- data concerning a natural person’s sex life or sexual orientation.
Source of the information
Personal data is provided to Outreach Services directly from individuals (data subjects) or other individuals or organisations on their behalf for the purposes of attending an event.
Legal basis for processing
Data protection law states that we must have a legal basis for handling your personal data.
Increasing the awareness and understanding of the works of the Parliament, and engagement with the public is a task carried out in the public interest by the Scottish Parliamentary Corporate Body (SPCB) in accordance with Article 6(1)(e) UK General Data Protection Regulation ( UK GDPR) and section 8(d) of the Data Protection Act 2018 (DPA).
Special category data is processed in order to facilitate access for individuals who have additional requirements. The legal basis for processing special category data is that it is necessary for reasons of substantial public interest in accordance with Article 9(2)(g) UK GDPR, section 10(3) and paragraph 6(1)(b), part 2 of Schedule 1 to the DPA.
The Scotland Act 1998 gives SPCB the power to provide services. This includes our public engagement services. A service provider must make reasonable adjustments as required by s29(7)(a) of the Equality Act 2010. Complying with this duty is in the substantial public interest. In order to comply with duties under Equality Act, it is necessary to process some health-related data which is provided by the data subject or their representative in order to make arrangements to visit the Parliament. Processing personal data relating to protected characteristics enables the SPCB to make reasonable adjustments. This does not interfere with the rights of the data subjects disproportionately because the data subjects provide the data themselves, they are not under an obligation to provide the data to us and we only keep the data for the minimum time necessary to comply with the statutory obligation.
Data sharing
For regional visits by the Presiding Officer, the delegate list for an event may be shared with the Scottish Parliament Presiding Officer’s team for the purposes of briefing the Presiding Officer on who will be attending the event.
Data may be shared where necessary with Members of the Scottish Parliament and their staff, the police and other government security agencies, where necessary for security purposes. Individual names are not provided and data shared is aggregated within the group / event.
For public engagement events the Parliament is organising in partnership with a third party (e.g. an external body dealing with the professional development of teachers), the Parliament will share personal data with the partner as required for access arrangements. It will be deleted from the Parliament systems once the event has occurred.
The delegate list for this event will be shared with the Scottish Parliament Presiding Officer’s team for the purposes of briefing the Presiding Officer of who will be attending the event.
Photographs may be taken at the event as described in the paragraph below and these may be used on social media and the Scottish Parliament’s website.
Photography
Photographs or filming may be taken during the event. You will be advised in advance of the reasons for doing so and you will be given an opportunity to exclude yourself from such photographs or filming.
Retention of data
Personal data is retained securely in either electronic or paper form and then deleted automatically or destroyed after the event has passed.
Voicemails will be deleted as soon as your message has been dealt with. Personal information provided in voicemails may be transferred to written data retained in electronic or paper form and will be deleted or destroyed as outlined above.
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 them 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 25 January 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