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.
Collecting and holding personal data
The Scottish Parliamentary Corporate Body (SPCB) processes any personal data you send in line with the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA). Personal data consists of data from which a living individual is identified or is identifiable. The SPCB will only use your personal data for the purposes set out in this privacy notice and for which it was collected and in line with the legal basis for which it is being processed.
Further information about how the Scottish Parliament processes personal data
The purpose of the processing
We will process your personal data as an invited guest in order to contact you about the 25th Anniversary and facilitate your attendance at this event.
We use SmartSurvey, a third-party survey tool, to collect information about you including: your name, date of birth, postal and email address, the reason for your nomination and an image/photograph of you. The survey also asks for accessibility and disability requirements so that we can support you, if required, during the event. Using Smart Survey means that you can engage with the Scottish Parliament in an accessible way.
Access privacy information about SmartSurvey
Email addresses provided through SmartSurvey will be captured by our third-party provider (Conesso, formerly known as Wired Plus) for communication purposes about the event and for tracking and reporting which includes your IP address and IP based location.
Read information about Conesso’s privacy policy
Contact details captured through SmartSurvey will also be held securely on Parliament IT systems, and only kept for the purposes of communicating with you about the event and then deleted thereafter. These details may be shared internally with other business areas within the Parliament.
CCTV is also recorded in and around the building which may capture your personal data.
Read our Privacy Notice relating to CCTV
Categories of information processed
The personal data used is “normal category” data in accordance with the UK GDPR. This will include your name, date of birth, postal and email address, the reason for your nomination and an image/photograph of you.
We may also receive and temporarily store special category data about you and your guest, including health data and dietary requirements, to facilitate access to the Scottish Parliament building and your participation in the event.
*Special category data consists of 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
The information we receive about you as a Local Hero is provided by the nominating Member of the Scottish Parliament (MSP) and the Local Hero nominated guest information is provided directly by you as the Local Hero.
Legal basis for data processing
Data protection law states that we must have a legal basis for handling your personal data.
The legal basis for processing personal data is for the purposes of a task carried out in the public interest in terms of Article 6(1)(e) of the UK General Data Protection Regulation (UK GDPR). The public interest is for the purposes of facilitating the event to mark the 25th Anniversary of the Scottish Parliament. If you provide us with any health-related information in relation to your attendance at the event, the processing is necessary for reasons of substantial public interest in terms of Article 9(2)(g) of the UK GDPR and paragraph 6(1)(b) Part 2 of Schedule 1 to the DPA. The substantial public interest is compliance with statutory equality requirements in terms of section 29(7) of the Equality Act 2010.
Data sharing
The personal data is only shared internally with other departments within the Scottish Parliament where necessary. Personal data of individuals attending the event will also be shared with Police Scotland for the purposes of security vetting ahead of the event.
Retention of data
Significant events such as the 25th Anniversary 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 for security vetting purposes and any accessibility or dietary information 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 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, although whether you will be able to exercise data subject rights in a particular case may depend 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.
Request personal information about you that we hold
Correcting your information
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
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.
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 do not 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.
Please contact us in any of the ways set out in the contact information and further advice sections below if you wish to exercise any of these rights.
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.
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 in the course of their work which causes them to think that a child may be at risk of abuse or harm.
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 9 April 2024.
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
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: [email protected]
Please contact us if you require information in another language or format