Some of the language used in privacy notices can be specialised. The Information Commissioner's website provides .
The Scottish Parliamentary Corporate Body (SPCB) processes any personal data you send in line with the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA). Personal data consists of data from which a living individual is identified or is identifiable. The SPCB will only use your personal data for the purposes set out in this privacy notice and for which it was collected and in line with the legal basis for which it is being processed.
Further information about how the Scottish Parliament processes personal data
We will process your personal data in order to invite you to the Event to facilitate your attendance and we will record, broadcast and use footage and photographs from the Event to promote the work of the Scottish Parliament, all as more fully explained below.
If you are invited by a Member of the Scottish Parliament (MSP), your MSP will use SmartSurvey, a third-party survey tool, to upload information about you including: your name, date of birth, postal and email address. We may also collect information about guests in correspondence between you and the 25th Anniversary Event team. The survey also asks for accessibility and disability requirements so that we can support you, if required, during the event. You can access privacy information about SmartSurvey at the following link:
Email addresses provided through SmartSurvey will be captured by our third-party provider (Conesso, formerly known as Wired Plus) for communication purposes about the event and for tracking and reporting which includes your IP address and IP based location.
Contact details captured through SmartSurvey will also be held securely on Parliament IT systems, and only kept for the purposes of communicating with you about the event and then deleted thereafter. These details may be shared internally with other business areas within the Parliament.
All other attendees will be invited directly via email.
CCTV is also recorded in and around the building which may capture your personal data.
Read our Privacy Notice relating to CCTV
All guests who attend the Event may be part of the live broadcast of the event which may be shown on national television.
The SPCB will film the Chamber Event in full and the video footage will be streamed live on our social media accounts and on Scottish Parliament TV (“SPTV”). It will then be kept as on demand footage which will be publicly available on SPTV thereafter. We will also capture video snippets/short extracts during the Chamber Event which may be used on social media, the parliament’s website and other material promoting the Chamber Event and work of the Scottish Parliament. We will also capture photographs of the Chamber Event which we will use to promote the role of the Scottish
Parliament on the Scottish Parliament’s website, publications, educational material and social media platforms.
Further information about how your personal data will be processed for the purposes of filming and photography of the Event is available in the following privacy notice:
Read our privacy notice on broadcasting and photography
The “normal category” personal data we will process in relation to the Event is your name, date of birth, postal and email address and your likeness in still photography and video.
We may also receive and temporarily store special category data about you, including health data and dietary requirements, to facilitate access to the Scottish Parliament building and your participation in the event or where your appearance in film or photograph discloses a type of special category personal data.
*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.
The information we receive about you is provided by the inviting Member of the Scottish Parliament and the Local Hero nominated guest information is provided directly by you as the Local Hero. We will use existing contact details to invite other invitees to the Event.
Data protection law states that we must have a legal basis for handling your personal data.
The legal basis for processing 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 General Data Protection Regulation (UK GDPR) and section 8(e) of the Data Protection Act 2018. The public interest is for the purposes of facilitating the event to mark the 25th Anniversary of the Scottish Parliament and associated promotion of the 25th anniversary of the Scottish Parliament in order to promote democratic engagement.
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) of the UK GDPR and paragraph 6(1)(b) Part 2 of Schedule 1 to the DPA. The substantial public interest is compliance with statutory equality requirements in terms of section 29(7) of the Equality Act 2010.
The personal data is only shared internally with other departments within the Scottish Parliament where necessary. Personal data of individuals attending the Event will also be shared with Police Scotland for the purposes of security vetting ahead of the Event.
Significant events such as the 25th Anniversary 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.
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.
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, although whether you will be able to exercise data subject 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.
You have the right to request a copy of the personal information about you that we hold. If you would like to do this, please let us know. If your parent or guardian wish to do so on your behalf, they should follow the steps set out here:-
Request personal information about you that we hold
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.
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. 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 in the contact information and further advice sections 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 20 September 2024.
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: .
Or by phone at: 0303 123 1113
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
Telephone: 0131 348 5281
(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