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
Categories of information provided
We will process and store normal category data such as your name, email address, telephone number, legislature, country of residence and language preference (English/French/Spanish) for the purpose of facilitating this event.
Depending on the nature of the information that is provided to us by you, or by the event organiser (GLOBE International), we may also process *special category and **criminal offence data such as information about your health, racial or ethnic origin, trade union membership, political affiliation, police and/or information relating to criminal records.
*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.
**Criminal offence data consists of personal data relating to criminal convictions and offences.
Summit sessions
The SPCB will use Interprefy, a third-party video conferencing tool to record and broadcast the event to digital delegates. 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.
Read the SPCB's broadcasting and photographs privacy notice
Source of the information
Information regarding attendees is provided directly by individuals themselves or by the event organiser GLOBE International.
Booking for the Summit will be via GLOBE International and the www.globecop26summit.org website.
Read the GLOBE Legislators privacy notice
Video conferencing is provided via Interprefy.
Read the Interprefy privacy notice
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 the processing personal information for this event 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)).
For special category data, the processing is necessary for reasons of substantial public interest. The substantial public interest is compliance with statutory equality requirements (Article 9(2)(g) UK GDPR and section 10(3) and paragraph 6(1)(b) Part 2 of Schedule 1 to the Data Protection Act 2018 (DPA) and s29(7) of the Equality Act 2010).
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) DPA or Article 9(2)(j) UK GDPR, section 10(1)(e) and paragraph 4, Part 1 of Schedule 1 to the DPA).
Data sharing
Data may be shared internally where necessary with other departments and employees of the SPCB.
Data may be shared with the event organiser and with the catering, language interpretation and event live-streaming contractors and sub-contractors supporting 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 CCTV monitoring
Retention of data
Events documentation is generally retained until the end of the calendar year in which the event took place, plus 4 years in accordance with the Scottish Parliament records management policy, but certain significant events 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.
Email addresses and telephone numbers will be deleted by the end of the calendar year.
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 22 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: [email protected]
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