Privacy notice

Privacy notice

Privacy notice for In the service of Scotland 2023 colleague event website.

In the service of Scotland colleague events are open to all staff within the core Scottish Government organisation, executive agencies, non-ministerial departments and non-departmental public bodies (all SCOTS users). This privacy policy tells you what to expect when we collect your personal information to enable you to participate.

Who we are:

We are the Internal Communications team within the Communications and Ministerial Support Directorate of Scottish Government. Our head office is at St Andrew’s House, Regent Road, Edinburgh, EH1 3DG

How will we use your data:

Your data will only be used for the purpose of the delivery of these events. Event management company, Speakeasy Productions, will use the data for all aspects of event delivery and to keep you informed of developments of the programme ahead of the events.  The data will be held on Speakeasy’s website for 12 months and then deleted. Your data needs to be held on the website for this time period to allow you watch recordings of sessions on demand.

What is our lawful basis?

The lawful basis being relied on to use your personal information for the delivery of this event is Article 6(1)(a): Consent; ‘the individual has given clear consent for you to process their personal data for a specific purpose’

Data we collect

At registration we may collect the following data:

  • Name (mandatory)
  • Email address (mandatory)
  • Accessibility requirements (optional)

The mandatory fields (name and email address) allow us to identify attendees. Accessibility requirements (optional) are requested so that we can better understand attendee needs.

If mandatory data is not provided, attendees will be unable to complete the registration process and will not be able to gain access the event website.  

Recordings

The In the service of Scotland colleague events 2023 are being recorded to allow colleagues who cannot attend the live events to watch them at their convenience.

The lawful basis for this processing is legitimate interest.

The legitimate interests in collecting your data are:

  • To reach as wide an audience as possible
  • to communicate key corporate information to staff, including those unable to attend the live events
  • to increase accessibility by allowing accessible subtitled versions and transcripts to be created

Your name, image and what you say will be included in the recording.

The recording will be hosted privately on Vimeo, shared with SCOTS users and SCOTS Connect customers, retained by the Scottish Government for up to 12 months and subject to Freedom of Information legislation. If you do not wish to be recorded, you have the option to switch cameras and microphones off but your name and SCOTS profile picture may be visible in the recording.

Why we collect personal data

We gather this information in order to:

  • allow access to the event platform where you will be able to participate in the In the service of Scotland events on 10, 11 and 12 October
  • access resources and session recordings after the event for up to 12 months

The personal data you send us can be viewed by authorised people in the Scottish Government and Speakeasy Productions.

Cookies

We use Cookies and similar tracking technologies to track the activity on our service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyse our service. The technologies we use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on your device. You can instruct your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if you do not accept Cookies, you may not be able to use some parts of our service. Unless you have adjusted your browser setting so that it will refuse Cookies, our service may use Cookies.
  • Web Beacons. Certain sections of our service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit Speakeasy Productions, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when you go offline, while Session Cookies are deleted as soon as you close your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

  • Necessary / Essential Cookies

    Type: Session Cookies

    Administered by: Us

    Purpose: These Cookies are essential to provide you with services available through the website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that you have asked for cannot be provided, and we only use these Cookies to provide you with those services.

  • Cookies Policy / Notice Acceptance Cookies

    Type: Persistent Cookies

    Administered by: Us

    Purpose: These Cookies identify if users have accepted the use of cookies on the website.

  • Functionality Cookies

    Type: Persistent Cookies

    Administered by: Us

    Purpose: These Cookies allow us to remember choices you make when you use the website, such as remembering your login details or language preference. The purpose of these Cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you use the Website.

Your rights

You have a right of access to any personal data we hold about you, by making a Subject Access Request (SAR).

In addition, if you believe that the data we hold is inaccurate or incomplete you can ask us to update our records internalcommunicationsevents@gov.scot. If you are unhappy with the way in which we process your personal data you can request that we stop or restrict the processing we complete using your personal data or ask us to delete the personal data we hold about you.

For information on data protection and data rights requests you can contact dpa@gov.scot.

Find out more about your rights on the Information Commissioner’s site.

In some circumstances we may not be able to comply with your request. This is because some of these rights are conditional and can only be applied in certain circumstances and/or where there is no compelling reason to continue to process your personal data.

Contact

Data Protection Officer
Victoria Quay
Commercial Street
Edinburgh
EH6 6QQ

Email: DataProtectionOfficer@gov.scot

Complaints

If you feel we have been unable, or unwilling, to resolve your information rights concern, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). The ICO are the supervisory authority responsible for data protection in the UK.

For further information, including independent data protection advice and information in relation to your rights, you can contact the Information Commissioner at:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 08456 30 60 60
Website: www.ico.org.uk

You can also report any concerns.