Some of the language used in privacy notices can be specialised. The Information Commissioner's website provides .
Information about you is your personal data. Personal data is anything that tells other people who you are, like your name or email address.
It can also be special types of information about your health, or what your religion is.
Keeping your information safe is very important. There are laws about how to look after your information. We have to do what these laws say.
One of these laws says we have to write a privacy notice. A privacy notice is a document that explains what we do with your information.
We will use your personal data (name, date of birth, contact details and your likeness in still photography and video) and the data of any guest (for example, your parent or carer) in order to help us arrange your participation in the Event, for security vetting purposes and for filming/photographing purposes. We may also contact you about the repayment of any agreed travels expenses.
We may also ask you for any accessibility or dietary requirements you might have so that we can support your participation and attendance on the day.
This information will be collected directly from your parent, carer or the organisation you are representing. If you are a local hero, we will use SmartSurvey, a third-party survey tool, to collect information about you including: your name, date of birth, postal and email address, the reason for your nomination and an image/photograph of you. The survey also asks for accessibility and disability requirements so that we can support you, if required, during the event.
Your parent, carer or the organisation you are representing will have provided information on your behalf to your MSP or us directly for the 25th Anniversary celebrations Event.
If you are a local hero, your MSP will have completed a survey to nominate you as a Local Hero or to enable you to be part of the 25th Anniversary celebrations of the Scottish Parliament.
Your MSP may also have collected the personal data of any guest who comes with you to the event, for example, your parent or carer.
Data protection laws say that we must have a “legal basis” for holding and using your personal data. Our legal basis is that processing the personal data is necessary for a task carried out in the public interest (for your name, date of birth, postal and email address and for the local heroes, the reason for your nomination and an image/photograph of you) or in the substantial public interest (for any special information such as medical or religious information provided to us). “Public interest” means that your participation in the workings of the Parliament is important. It is important that all of the people of Scotland, including you, feel that the Parliament is a place you can come to and be a part of and promote democratic engagement.鈥疘t is also to make sure that you can access and safely participate for the purposes of the 25th Anniversary Event.
To make sure that everyone who comes to the Parliament is kept safe, we may need to provide information to the Police. This will include your own information and your parents’ or carers’ information.
Your personal information and your parents’ or carers’ information may also be shared with other departments within the Scottish Parliament. This will only be where it is necessary, for example, to make sure you can access the event, or have refreshments, or receive information about the event.
As a local hero, performer or part of the ceremonial programme your name will be shown in the Order of Service for the event which attendees will receive a physical copy of. This is a document which sets out what will happen and at what time during the event. As a local hero your name will also be shown on a screen during the event. Media coverage of the event may result in your name, image and reason for nomination being included in media coverage and shown on the Parliament’s social media channels.
Because the 25th Anniversary of the Scottish Parliament is an important public event, information about it and the people who take part or attend will form part of the history of Scotland. An organisation called National Records of Scotland keeps important records about important things that happen in Scotland. Information about the event and participations will become part of the public record and we will share this information with National Records of Scotland.
People who come to the parliament may find themselves part of the live broadcast of the event. The Scottish Parliament will take video footage and photography of the 25th Anniversary celebrations. Video footage may also be shown on TV channels such as BBC or STV. It will then be kept as on demand footage available on the Scottish Parliament website and held for archive with National Records of Scotland. 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.
CCTV is also recorded in and around the parliament building which may capture your image. There are cameras in place to make sure that the building and the people in it are safe. If you or a parent or guardian would like more information about how these cameras operate, please let us know and we would be happy to provide further information. There is a CCTV privacy notice available on the Scottish Parliament website.
The personal information that is provided so that you can participate in the event and be included in the order of service will be destroyed by us within 5 working days of the event. The order of service is a paper document which will be given to all attendees so your name will continue to appear there and the footage of the event, including your participation, will remain on Scottish Parliament TV thereafter. The footage of your participation and/or excerpts of it may be used on our website or social media platforms indefinitely.
Footage of the Event will be transferred to the Scottish Parliament archive at National Records of Scotland. This will become publicly available when any restrictions on the information are lifted.
Information about the 25th Anniversary celebrations will also be kept for 15 years following the end of the current parliamentary session in accordance with the Scottish Parliament records retention schedule. The information will then be passed to the National Records of Scotland where it will be kept permanently as historical data.
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 laws give you rights about your personal information. When we process your personal data to perform tasks carried out in the public interest, the following rights apply:
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
You can “object” or ask us to stop processing your details and we will do so except where we believe there is a good legal reason to continue to keep that information.
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 is a good legal reason not to.
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 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 18 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