We will process your personal data for the purposes of facilitating your attendance at the forum. We will collect information about you including your name, parliamentary abbreviation, as well as contact details, access and dietary requirements.
Normal category data including your name, email address, your image, legislature and biographical information about you for the purposes of your attendance at the conference.
We may also receive and temporarily store more sensitive *special category data about you including information such as access and dietary requirements.
* Special category data as defined by the UK General Data Protection Regulation (UK GDPR) applies to personal data revealing:
The information we receive about you is provided directly by you as a delegate attending the forum.
Photographs taken during the event will be used for the purposes of a visit report prepared by the BIMR Secretariat. Photographs may also be shown on the Parliament’s social media channels such as Facebook and Instagram. Further information about photography during events held at the Scottish Parliament is available in our Broadcasting and photographs privacy notice.
Read the Broadcasting and photographs privacy notice
Data protection law states that we must have a legal basis for handling your personal data.
The legal basis for processing the personal data you provide to the Scottish Parliament is that it is necessary for the performance of a task in the public interest in terms of Article 6(1)(e) of the UK General Data Protection Regulation (UK GDPR) and section 8(d) of the Data Protection Act 2018 (DPA). For the processing of special category data in relation to your attendance at the forum, we rely on the condition in terms of Article 9(2)(g) of the UK GDPR, where processing is necessary for reasons of substantial public interest on the basis of Union or Member State law in terms of paragraph 6 of part 2 to Schedule 1 of the Data Protection Act 2018 (DPA). This applies where processing is necessary for the exercise of a Crown function, a Minister of the Crown or government department. The Scottish Parliamentary Corporate Body (SPCB) is to be treated as a government department for the purpose of paragraph 6 of Schedule 1 to the DPA. The task is to discuss issues and challenges facing parliamentarians with disabilities across the British Islands and Mediterranean Region of the Commonwealth Parliamentary Association.
If you provide us with any health-related information to facilitate your attendance at the forum such as access or dietary requirements, the processing is necessary for reasons of substantial public interest to facilitate your attendance at the conference in terms of Article 9(2)(g) of the UK GDPR and paragraph 6 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.
The legal basis for transferring your personal data to the National Records of Scotland is that it is necessary for archiving purposes in the public interest in terms of Article 6(1)(e) UK GDPR and section 8(d) DPA and, for special category data, Article 9(2)(j) UK GDPR, and section 10(2) and paragraph 4 of Schedule 1 of the DPA.
Biographical information and photographs of delegates will be included in a programme for the forum which will be issued to all delegates and supporting officials attending the forum. This information will not be shared externally.
Personal data of delegates contained within the event programme will be retained until the end of the calendar year plus 4 years in terms of with the records retention schedule of the Scottish Parliament.
Programmes from significant events and visits will go on to form part of the public record. Personal information contained within a public record 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.
Photography from the forum 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.
Any other personal data will be securely deleted within 30 days of the event.
In line with the principles underlying the National Guidance for Child Protection in Scotland, 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.
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:
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.
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.
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.
You have the right to ask us to delete personal information about you where:
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.
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. 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 below if you wish to exercise any of these rights.
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 14 November 2025.
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
Email: [email protected]
If you are concerned that we have not handled your personal information properly you can make a complaint to the Information Governance Team of the Scottish Parliament at the following address: [email protected]. We will respond to your complaint without undue delay and within one month. If, having made a complaint, you are still concerned that your personal information has not been handled properly, you can make a complaint to the Information Commissioner's Office.