Privacy Notice
Please contact NCScommunications@gov.scot if you need this document in an accessible format.
Information about data processing
The Scottish Government takes the security of your personal data very seriously. This privacy notice provides details of:
• what information we have or will request from you
• who will have access to it
• what we will do with it
• your data protection rights
Your participation in the event that this privacy notice applies to is completely voluntary. You do not have to proceed if you do not want to.
Who is collecting this information?
This information is being collected on behalf of:
National Care Service Programme
Social Care and National Care Service Development Directorate
The Scottish Government.
St Andrew's House, Regent Road, Edinburgh, EH1 3DG
Tel: 0131 244 4000
Why are we collecting this information?
The Scottish Government is developing a National Care Service (NCS) for Scotland. Events and workshop sessions like this are an important part of this work, where we can hear people’s experiences of social care support, their views on the issues and uncover priorities emerging from the discussions.
What information are we collecting about you?
If you sign up for an event, you will be asked to provide the following information about yourself which will constitute personal data under the UK General Data Protection Regulation (GDPR).
•name
•email address
•postal address
•whether you are a wheelchair user or have mobility difficulties
•whether you need a disabled parking space
•whether you have any dietary requirements or allergies
•whether you would benefit from a British Sign Language (BSL) interpreter
•whether you would benefit from an Electronic Note Taker (ENT)
•whether you need any other accessibility support
We have asked for your name and contact details for the purposes of:
•sending you further information about the event you are interested in and confirming you want to take part
•sending you information about other co-design sessions or events relating to the NCS that you might be interested in
•sending you a short feedback survey after the event which will help us improve how we deliver these kinds of sessions
If you submit a claim for financial support or expenses to attend the event, then we will need to ask you for your:
•name
•email address
•address
•bank account details
This is to reimburse you for travel or other expenses. We will store this information in a secure, restricted folder and delete once the payment is made. If you require support in booking or claiming travel, we may need to ask for your phone number so a member of staff can contact you to help.
We have asked whether you are a wheelchair user or have mobility difficulties so that we can arrange seating for your comfort.
We have asked whether you need a disabled parking space so that we can arrange to have spaces available.
We have asked whether you have any dietary requirements or allergies so that we can prepare suitable catering in advance of the event.
We have asked if you would benefit from a BSL interpreter or an Electronic Notetaker so that we can book interpreters and notetakers in advance of the event.
We have asked whether you need any other accessibility support so that we can plan it in advance of the event.
We will store this information in a secure, restricted folder and delete once the event is over.
Filming and photography at the event
We will be filming and taking photographs at some of our events to support communications that illustrate the importance of the voices of lived experience. This will take two forms:
•background filming and photography
•interviews and specific photography
We will include information about this filming and photography in the joining instructions for the forum. If you are not comfortable with being photographed or filmed, you can speak to a Scottish Government official on the day to highlight this.
Any images we capture as part of background filming and photography are designed to be taken in a generic way, with no specific focus on individuals. No personal details will be shared.
During the event, we may conduct interviews with service users and the social care workforce to learn about their experiences. You do not need to take part and we will only interview you with your permission. If you agree to be interviewed, the personal data that we will collect about you will include your name and contact details. We need this information to be able to communicate with you about your interview. We may also contact you at later date to ask if you want to provide further update on your experiences since you were first interviewed.
During the interview, photographs, video and audio recordings of you will be captured. At the beginning of your interview, we will ask you for permission to record your interview and to use the content for future videos and/ or still images. You have the right to withdraw your consent at any time by emailing NCScommunications@gov.scot
Throughout the course of the interview it is possible that you will disclose special category data as part of the conversation. This could be in regards to your health, sexuality etc. This will be gathered under Article 9(j) – Archiving, Research & Statistics (for Public interest).
Find out more about special category information.
First names and, if appropriate, job titles will be displayed on final versions of the films to identify you and allow the viewer to understand where your insight has come from.
The recordings will be stored on hard drives kept in a locked room on Scottish Government premises.
The footage will be used for NCS content that will be shared online and on social media. The footage will be stored for no longer than necessary for its specified purpose. Only the video teams within the Scottish Government will have access to the footage on the hard drives.
Do I have to provide my personal data to you?
You have to provide the information asked for so that we can contact you to confirm attendance and make sure you have all the information needed for the day.
Legal basis for processing personal data
The legal basis for processing this data is Article 6(1)(e) of the GDPR regulations: ‘processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’. This is also known as ‘public task’.
We are processing your personal data as it is necessary for the performance of a task in the public interest under s1A of the National Health Service (Scotland) Act 1978. This power enables the Scottish Ministers to do anything they consider likely to assist in discharging their duty to promote the improvement of the physical and mental health of the people of Scotland. This includes undertaking research and design with the public and organisations to understand their experiences of Health and Social Care services for informing the future design of the National Care Service.
Who will have access to this information?
Specific authorised officials within the Scottish Government will have access to this information. They are:
•members of the National Care Service Programme Team
•members of the Office of the Chief Designer Team
Who will we share your information with?
We will not share your information with anyone other than the authorised people listed above.
How will your data be used?
Your personal data will be used solely for the purposes of:
•arranging for your attendance at the event
•letting you know about other events you may be interested in
•capturing any feedback you have about the event itself.
Will we send your information outside the UK?
We will not transfer your information outside the UK.
We have used Eventbrite to manage event registration. Eventbrite holds some information outside the EU.
Read more about Eventbrite’s privacy policy.
How long will we keep hold of your information?
We will hold your information for long enough to run the event and process post-event feedback and to inform you about the next annual forum. We would expect this to be one year.
Data Controller
The Scottish Government is the Data Controller. This means that it is the main decision-maker when it comes to how your personal information is handled and how it is kept safe.
Contact details for Data Controller:
St Andrew's House, Regent Road, Edinburgh, EH1 3DG
E mail: ceu@gov.scot
Tel: 0131 244 4000
Data Processor
The Eventbrite registration platform will process your personal data on behalf of the Data Controller (the Scottish Government).
How we protect your data
We have a duty to protect your personal data.
We take care to ensure your personal information is only accessible to authorised people.
The following security measures are in place to protect personal information:
•all staff undertake mandatory training in data protection
•compliance with our Information Security Policy
•organisational policy and procedures on the safe handling of personal information
•access controls and audits of electronic systems
Data protection rights
Data protection law gives you certain rights that you may exercise in respect of your own personal information. As stated above, the legal basis for processing your personal data is Article 6(1)(e) of the GDPR regulations, known as ‘public task’. You therefore have the following rights.
1. The right to be informed about the collection and use of your personal data.
2. The right of access to your personal data. You can request a copy of personal information we hold about you, by making a subject access request. This right always applies. There are some exemptions, which means you may not always receive all the information we process. We have published further information on this.
3. The right to rectification. You can ask us to update our records if you believe that the data we hold is inaccurate or incomplete.
4. The right to restrict processing. You can ask that we stop or restrict the processing of your information in certain circ*mstances.
5. The right to object to the processing of your personal data in certain circ*mstances.
6. Rights related to automated decision making including profiling.
You are not required to pay any charge for exercising your rights. We have one month to respond to you. Please contact us at dpa@gov.scot if you wish to make a request, or contact our Central Enquires Unit on 0300 244 4000.
How to complain
Data Protection Officer (DPO). If you have concerns about our compliance with data protection laws, please contact our Data Protection Officer in the first instance at DataProtectionOfficer@gov.scot or via our postal address (please mark the envelope ‘Data Protection Officer’). They will look into the concerns you have raised and provide the response.
Information Commissioner’s Office (ICO). If you are not satisfied with the DPO’s response you have the right to lodge a complaint with the ICO. The ICO are the supervisory authority responsible for data protection in the UK. You can contact the Information Commissioner at:
The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 08456 30 60 60
More information is available on the ICO website. You can also report any concerns via the ICO website.
Scottish Government
August 2024
