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.
Requests for events and exhibitions held in the Parliament can be made using the Events and Exhibitions Request form. The information enables the Events and Exhibitions Team to plan and organise events and exhibitions accordingly.
The data used is normal category data such as the title and name of requester, name of the MSP if it is a Member-sponsored event or Member-sponsored exhibition, email address and other contact information.
Information is provided directly by the individual completing the Event and Exhibition Request Form.
Data protection law states that we must have a legal basis for handling personal data. The legal basis for collecting, storing and using personal as described above is that it is necessary for a task carried out in the public interest in terms of Art 6(1)(e) of the UK General Data Protection Regulation (UK GDPR) and section 8(e) of the Data Protection Act 2018 (DPA).
Personal information in request forms from MSP-sponsored events and exhibitions is held for up to two years and for major events and exhibitions is held for four years, in accordance with the Scottish Parliament records management policy. Certain significant events will 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.
This data may be shared with the sponsoring MSP, if requested by the MSP, but this does not routinely happen. The data is not shared with any other organisation or third party. We may share your contact details with the Lobbying Register Team within the Scottish Parliament in order to assist you with complying with any registration obligations that may apply.
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. 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.
You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, 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.
You have the right to ask us to delete personal information about you where:
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 10 February 2021.
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
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