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
Details (Name, Address and Date of Birth) of participants who are invited to take part in the Event are held for administrative and security purposes and to facilitate the planning process of the Event, as well as payment of travel expenses.
Names of participants may be printed in the Event’s Order of Service which will be available to all guests of the Event. A video including photographs submitted by participants will be shown in the Debating Chamber and may include the Constituency or Region where they have been nominated for and the reason for their nomination. Your name and reason for nomination may also be listed on our website or on social media and sent to media. This footage may also be captured by the filming of the Event which could then be broadcast.
You may be contacted to ask if you would like to take part in publicity about the event such as if you would like your name and story promoted in the media, including TV channels such as BBC or STV and on social media before and after the event. Your image may be taken with your MSP and this may be issued to media and used on social channels.
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. Video footage may also be shown on a TV channel such as BBC or STV. It 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.
You may also be asked permission to feature on our social media channels in video clips taken before and after the event as well as being approached to share your story on TV channels.
Categories of information provided
The personal data used is “normal category” data for example, your name, contact details, date and place of birth, information about your story as a local hero, your image and the name of the organisation you are representing.
We may also process *special category data about yourself for example health information in order to allow us to make special accessibility arrangements to facilitate your attendance at the event or any other sensitive information that you provided to us.
*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
Information regarding Event participants and their nominated guest is provided directly by individuals themselves.
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 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 choose to share your story with the media, including TV channels, the legal basis for processing of any special category data you provide about yourself is that processing relates to personal data manifestly made public by you (the data subject) (Article 9(2)(e) UK GDPR).
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 may be shared internally where necessary with other departments and employees of the Scottish Parliament Corporate Body.
Retention of data
Significant events such as the Opening Ceremony 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 then to think that a child may be at risk of abuse or harm.
The UK GDPR sets out the rights which individuals have in relation to personal information held about them by data controllers. These rights are listed below, although whether you will be able to exercise each of these 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.
Access to your information
You have the right to request a copy of the 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.
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
- our use of your personal information is contrary to law or our other legal obligations.
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.
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 21 September 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
The Scottish Parliament
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
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