Privacy policy

INTRODUCTION Welcome to the Scotland House privacy policy. Scotland House respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you or your organisation applies to become a member of Scotland House and when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

This privacy policy is provided in a layered format so you can click through to the specific areas set out below.

1. IMPORTANT INFORMATION AND WHO WE ARE

2. THE DATA WE COLLECT ABOUT YOU

3. HOW IS YOUR PERSONAL DATA COLLECTED?

4. HOW WE USE YOUR PERSONAL DATA

5. DISCLOSURES OF YOUR PERSONAL DATA

6. INTERNATIONAL TRANSFERS

7. DATA SECURITY**

8. DATA RETENTION

9. YOUR LEGAL RIGHTS

1. IMPORTANT INFORMATION AND WHO WE ARE 1.1 Purpose of this privacy policy

1.1.1 This privacy policy aims to give you information on how Scotland House collects and processes your personal data through your use of this website, including any data you may provide through this website when you apply for or renew membership or apply for services, create an account on our website, subscribe to our newsletter or contact us.

1.1.2 This website is not intended for children and we do not knowingly collect data relating to children.

1.1.3 It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

1.2 Controller

1.2.1 Scotland House located at 58 Victoria Embankment, London EC4Y 0DS was created by four partners: the Scottish Government, Scottish Enterprise, Highlands and Islands Enterprise, and VisitScotland. It was designed to promote Scotland’s interests and celebrate and showcase Scotland’s ambitious companies, world-class sectors, impressive research and innovation capabilities and great tourism offer.

1.2.2 The Scottish Government is the controller and responsible for your personal data (collectively referred to as the Scottish Government, "we", "us" or "our" in this privacy policy).

1.2.3 We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

1.3 Contact details**

If you have any questions about this privacy policy or our privacy practices, please contact our DPO:

Data Protection Officer Victoria Quay Commercial Street Edinburgh EH6 6QQ Email: [email protected] ** 1.4 Complaints**

1.4.1 If you feel we have been unable, or unwilling, to resolve your information rights concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). The ICO are the supervisory authority responsible for data protection in the UK.

1.4.2 For further information, including independent data protection advice and information in relation to your rights, you can contact the Information Commissioner at:

The Information Commissioner Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 08456 30 60 60 Website: www.ico.org.uk

You can also report any concerns here: https://ico.org.uk/concerns/handling/

**1.5 Changes to the privacy policy and your duty to inform us of changes ** 1.5.1 We keep our privacy policy under regular review.

1.5.2 It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

1.6 Third-party links This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU

2.1 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

2.2 We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

2.2.1 Identity Data includes first name, last name, username or similar identifier, title, and gender.

2.2.2 Contact Data includes organisation, organisation address, billing address, email address and telephone numbers.

2.2.3 Financial Data includes bank account and payment card details.

2.2.4 Transaction Data includes details about payments from you and other details of services you have purchased from us.

2.2.5 Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

2.2.6 Profile Data includes your username and password. purchases or orders made by you and your interests if indicated by you.

2.2.7 Usage Data includes information about how you use our website and services.

2.2.8 Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

2.3 We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

2.4 We do not collect any **Special Categories of Personal Data **about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

2.5 If you fail to provide personal data

2.6 Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide your with membership services). In this case, we may have to cancel the contract but we will notify you if this is the case at the time.

  1. HOW IS YOUR PERSONAL DATA COLLECTED?

3.1 We use different methods to collect data from and about you including through:

3.1.1** Direct interactions**. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

(a) apply for membership of Scotland House or you apply for membership of Scotland House on behalf of your organisation;

(b) create an account on our website;

(c) log into the members area of our website;

(d) request Membership services;

(e) request marketing to be sent to you; or

(f) give us feedback or contact us.

3.1.2 Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy [LINK] for further details.

3.1.3 Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:

Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as

4. HOW WE USE YOUR PERSONAL DATA

4.1 We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

4.1.1 Where we need to perform the contract we are about to enter into or have entered into with you or your organisation.

4.1.2 Where it is necessary for our legitimate interests which are outside the scope of our tasks as a public authority (or those of a third party) and your interests and fundamental rights do not override those interests.

4.1.3 In the exercise of official authority (i.e. in respect of our public functions and powers that are set out in law) or to perform a specific task in the public interest that is set out in law.

4.1.4 Where we need to comply with a legal obligation.

4.2

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

4.3 Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at [email protected] if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest To register you or your organisation as a new member (a) Identity (b) Contact Performance of a contract with you / your organisation To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us (a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications (a) Performance of a contract with you / your organisation (b) Necessary for our legitimate interests (to recover debts due to us) (c) In the exercise of official authority or to perform a specific task in the public interest To manage our relationship with you / your organisation which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey (a) Identity (b) Contact (c) Profile (d) Marketing and Communications (a) Performance of a contract with you / your organisation (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how members use our services) (d) In the exercise of official authority or to perform a specific task in the public interest To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity (b) Contact (c) Technical (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or restructuring exercise) (b) Necessary to comply with a legal obligation (c) In the exercise of official authority or to perform a specific task in the public interest To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical (a) Necessary for our legitimate interests (to study how members use our services, to develop them, to grow our business and to inform our marketing strategy) (b) In the exercise of official authority or to perform a specific task in the public interest.

To use data analytics to improve our website, services, marketing, member relationships and experiences (a) Technical (b) Usage (a) Necessary for our legitimate interests (to define types of members for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) (b) In the exercise of official authority or to perform a specific task in the public interest To make suggestions and recommendations to you about services that may be of interest to you and/or your organisation (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications (a) Necessary for our legitimate interests (to develop services and grow our business) (b) In the exercise of official authority or to perform a specific task in the public interest

4.4 Marketing

4.4.1 Promotional offers from us

(a) We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you.

(b) You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

4.4.2 **Third-party marketing ** We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

4.4.3 Opting out

(a) You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

(b) Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a purchase of a service or other transaction.

4.4.4 Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see Cookies

**4.4.5 Change of purpose **

(a) We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

(b) If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

(c) Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA

5.1 We may share your personal data with the parties set out below for the purposes set out in the table in section 4 above

5.2 Our partners, namely our economic development agencies, Scottish Enterprise & Highlands and Islands Enterprise, and our national tourist board, VisitScotland

5.3 External third parties such as

5.3.1 service providers acting as processors who provide web hosting services, data storage and back up services (currently Amazon Web Services, Inc.).

5.3.2 our electronic payment provider which is a controller in its own right (currently the WorldPay group of companies whose privacy notice can be found here: https://www.worldpay.com/uk/worldpay-privacy-notice#priv-1).

5.3.3 professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide legal, banking, accounting, insurance and consultancy, services.

5.4 HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

5.5 Third parties to whom we may choose to transfer or merge parts of our Scotland House operations. If a change happens to our Scotland House operations, then the new operator may use your personal data in the same way as set out in this privacy policy.

5.6 We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

  1. INTERNATIONAL TRANSFERS

6.1 Some of our external third parties are based outside the UK or the EEA so their processing of your personal data will involve a transfer of data outside the UK or the EEA. Whenever we transfer your personal data out of the UK or the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

6.1.1 We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en .

6.1.2 Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en.

6.1.3 Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-us-privacy-shield_en.

6.2 Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or the EEA.

7. DATA SECURITY We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

8. DATA RETENTION

8.1 How long will you use my personal data for?

8.1.1 We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

8.1.2 To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

8.1.3 By law we have to keep basic information about our members (including Contact, Identity, Financial and Transaction Data) for six (6) years after they cease being members for tax purposes.

8.1.4 In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

8.1.5 In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. YOUR LEGAL RIGHTS

9.1 Under certain circumstances, you have rights under data protection laws in relation to your personal data.

9.2 You have the right to:

9.2.1 Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

9.2.2 Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

9.2.3 Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

9.2.4 Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

9.2.5 Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

(a) If you want us to establish the data's accuracy.

(b) Where our use of the data is unlawful but you do not want us to erase it.

(c) Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

(d) You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

9.2.6 Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

9.2.7 Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

9.3 If you wish to exercise any of the rights set out above, please contact us at [email protected]

9.4 No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

9.5 What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

9.6 Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.