We will process your personal data for the purposes of inviting you to the event and to facilitate your attendance at the event with the provision of visitor passes, catering, meeting rooms and updates on the event.
We temporarily store personal data including your name, job title, email address and any accessibility and dietary requirements.
Normal category data such as your name, job title and email address.
Depending on the information you provide we may process more sensitive special category data in relation to any accessibility and dietary requirements that you may have.
Special category data as defined by the UK General Data Protection Regulation (UK GDPR) applies to personal data revealing:
Personal data is provided to us directly from you as an individual attending the event or from your employer.
Data protection law states that we must have a legal basis for handling your personal data.
The legal basis for processing your 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 GDPR and section 8(e) of the Data Protection Act 2018 (DPA).
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) UK GDPR and paragraph 6(1)(b) of Part 2 to Schedule 1 of the DPA. The substantial public interest is for the purposes of complying with statutory equality requirements of section 29(7) of the Equality Act 2010.
Personal data processed for the purposes of facilitating your attendance at the event is only shared internally with other departments within the Scottish Parliament where necessary.
The personal data is retained for 2 weeks after the event to allow for any follow-up such as slides or anonymous feedback requests.
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.
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.
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.
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. 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.
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 12 January 2026.
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 using the following link: https://ico.org.uk/make-a-complaint/
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 and Data Protection Officer at:
The Scottish Parliament
Edinburgh
EH99 1SP
Email: [email protected]