Some of the language used in privacy notices can be specialised. The Information Commissioner's website provides a useful introduction to key terms and concepts.
Details of performers who are invited to take part in the Event are held for administrative and security purposes and to facilitate the planning process for the Event, as well as payment of fees and travel expenses (if applicable).
Names of performers may be printed in the Event’s Order of Service which will be given as a hard copy to all guests at the Event.
We will be live broadcasting proceedings at the Event which will be available on Scottish Parliament TV and stored as on demand footage available to the public indefinitely following the Event on
Scottish Parliament TV. Your performance in the Chamber will also likely be broadcast on national television which might include TV channels such as BBC or STV.
We may also publish the names and likeness of the primary performers in promotional material of the Event or the Scottish Parliament more generally in print or online, such as on our website or social media platforms.
The personal data used is “normal category” data in accordance with the UK General Data Protection Regulation’s definition i.e., title, name, the name of the organisation the participant is representing, date and place of birth and contact details.
If you supply us with any information relating to your health in order to allow us to make special accessibility arrangements to facilitate your visit, this information will be “special category data”.
Information regarding Event performers is provided directly by individuals themselves or through the organisation which has arranged and has responsibility for the performance; third party representatives or companies representing the performers.
The legal basis for processing the personal data is because the processing is necessary for a task carried out in the public interest (Art 6(1)(e) UK GDPR). In this case, the public interest task is the facilitation of a ceremonial event contributing to democratic engagement in accordance with section 8(e) of the Data Protection Act 2018.
If you provide us with any health-related information, the processing is necessary for a task carried out in the substantial public interest and compliance with statutory equality requirements in terms of section 29(7) of the Equality Act 2010.
Information about the 25th Anniversary celebrations will be kept for 15 years following the end of the current parliamentary session in accordance with the Scottish Parliament records retention schedule, however, the information will also be archived as set out below under “Data sharing”. Personal data obtained for security vetting purposes will be destroyed within 5 working days of the Event taking place.
Data may be shared internally where necessary with other departments and employees of the Scottish Parliament Corporate Body. Data may be shared with Police Scotland for the purposes of carrying out necessary security vetting for the Event.
Details of performances (including performers) at the Event will be passed to the National Records of Scotland with a view to permanent historic preservation and archiving. For the transfer of data to the National Records of Scotland, the legal basis is that it is necessary for archiving purposes in the public interest (Art 6(1) UK GDPR, section 8(d) Data Protection Act 2018.) For the avoidance of doubt, this does not apply to personal data obtained for the purposes of Event security vetting which will be destroyed within 5 working days of the Event taking place.
The SPCB will take video and photography footage of the Event. Video footage from the Chamber will be live streamed on the Scottish Parliament TV and then kept as on-demand footage available on the Scottish Parliament website. As a local hero, your name will be shown on the screen during the Chamber Event along with the photo you provided. Chamber proceedings and any meeting with Their Majesties may also be broadcast on national television which might include TV channels such as BBC or STV. 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.
For more information, please see our privacy notice about filming and photography.
The UK GDPR sets out the rights which individuals have in relation to personal information held about them by data controllers. These rights are listed below.
You have the right to request a copy of the personal information about you that we hold.
Request personal information about you that we hold
You can “object” or ask us to stop processing your details and we will do so unless there are overriding legitimate grounds to continue.
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.
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 section if you wish to exercise any of these rights.
We keep this privacy statement under regular review.
This privacy statement was last updated on 17 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: https://ico.org.uk/make-a-complaint.
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 6913
(Calls are welcome through the Text Relay service or in British Sign Language through contactSCOTLAND-BSL.)
Email: dataprotection@parliament.scot
Please contact us if you require information in another language or format