The purpose of the processing of names and contact details is to enable delegates to register an interest to attend the Summit being held at the Scottish Parliament on Saturday 6 December 2025.
The Summit will use Microsoft Forms to collect relevant information about delegates registering an interest to attend. The form provides an opportunity for delegates to make us aware of any access or support requirements for the purpose of facilitating access to the Summit.
Read privacy information about Microsoft Forms
You may also provide details by completing a hard-copy registration form or providing the details by telephone call. This information will then be added manually to parliament IT systems by Scottish Parliament staff.
The Summit will use Smart Survey, a third-party tool, to collect post event evaluation information about your experience at the Summit. You can access privacy information about Smart Survey at the following link:
Read the privacy policy for Smart Survey
On the day of the Summit, the SPCB will use SPTV to record and broadcast the Chamber meetings and the online Workshop to digital delegates. A photographer will also be present. If you are a delegate or speaker, your image and what you say during participation will be captured on video. This may be used on the Parliament’s social media channels such as Facebook and Instagram.
Read our privacy notice on broadcasting and photographs
We process normal category data such as titles, names, email addresses and telephone numbers of delegates who register to attend the summit so that we can contact them about the Summit.
We may also process *special category data for the purposes of facilitating access to the Summit and/or in relation to any dietary requirements for delegates who are attending in person.
*Special category data as defined by the UK General Data Protection Regulation (UK GDPR) applies to personal data revealing:
Information is provided directly by delegates attending the Summit.
Data protection law states that we must have a legal basis for handling your personal data.
The legal basis for the processing of contact details is that it is necessary for the performance of a task carried out in the public interest in terms of Article 6(1)(e) of the UK GDPR and section 8(d) of the Data Protection Act 2018 (DPA). The public interest is for the purposes of facilitating the event to mark International Day of Persons with Disabilities in order to promote democratic engagement.
For special category data, the processing is necessary for reasons of substantial public interest. The public interest is compliance with statutory equality requirements in terms of Article 9(2)(g) UK GDPR and section 10(3) and paragraph 6(2)(b) of Part 2 to Schedule 1 to the DPA and s29(7) Equality Act 2010. Facilitating access to the Scottish Parliament for members of the public with additional access requirements is a core task of the SPCB and in the substantial public interest.
As participation in the post-event evaluation survey is voluntary, the legal basis for the processing of personal data is that it is carried out with the consent of the data subject in terms of Article 6 (1)(a) of the UK GDPR and (for special category data) explicit consent in terms of Article 9(1)(a) UK GDPR.
The survey software program will ask you to indicate your consent and explain your right to withdraw your consent.
For the transfer of film and photographs of the Summit 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).
Names, contact details and access requirements are not shared with any other organisations or third parties. Nor is information disclosed in the post-event evaluation form.
As explained in our Broadcasting and photographs privacy notice, your image or footage of you may be used on the Scottish Parliament’s social media channels such as Facebook and Instagram. It may also be transferred to the Scottish Parliament archive at National Records of Scotland.
Information captured in post-event evaluation forms will be retained on Smart Survey for a period of seven months. When we take the data from Smart Survey and move it to the Parliament’s systems, we will remove any personal data and ensure all responses are anonymised. We will then retain the anonymised data for future statistical and analytical purposes.
Photography and video from the Summit 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.
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.
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 or deletion 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.
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. 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.
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.
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 2 October 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]
Please contact us if you require information in another language or format
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.