Last updated 30 May 2023
Introduction
We are committed to safeguarding your privacy. In this Privacy Notice we explain how we will handle and use your personal information.
To help clarify some of the wording, a ‘Definitions’ Section is located at the bottom of this Privacy Notice.
For the purposes of Data Protection Laws, Creative Scotland (CS) will be the controller of your personal information and will comply with the Data Protection Laws when handling and using your personal information.
What personal information do we collect about you? |
What are our purposes for processing your personal information? |
What is our legal basis for handling and using your personal information? |
How long will we keep your personal information?
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Board and sub-committee minutes - when you attend a Creative Scotland Board or Sub-Committee meeting, we may process your personal information including your
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Record meeting attendees in Board and Sub Committee meeting minutes Publish minutes of Board and Sub Committee meetings on our websites e.g. CS’s website and other social media platforms e.g. Twitter |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; |
In perpetuity as Board and Sub-Committee papers are permanently preserved. |
Case Studies – we may process the following personal information to develop and publish case studies on our websites and handle enquiries:
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Contact you by telephone or email regarding a case study; Publish and promote information about you and your case study on our websites e.g. CS’s website, Our Creative Voice website, Culture Collective website and other social media platforms e.g. Twitter;
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
Case Studies - CS will retain and publish case studies for up to 5 years. |
Creative Practitioners – applicable to the Creative Wellbeing Fund which Creative Scotland and Education Scotland are collaborating on together to deliver. We may collect, store and use the following kinds of personal information that you provide to register your expression of interest in response to Creative Scotland’s call-out for a Creative Practitioner:
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Share your contact information with Education Scotland Invite you to attend and participate in related project events Please visit the Education Scotland website to see how Education Scotland will handle and use your personal information. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 | 3 years |
Customer Relationship Management (CRM) –
We will store your personal information in our CRM system when you:
This may include your:
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Contact purposes – to keep in contact with you. Support the provision of a service(s) from CS e.g. Funding. Retain a record of our relationship with you e.g. CRM communications. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
Funding contact information – see following Funding Section for retention arrangements Locations contact information - we will retain this for as long as you wish to remain in touch with us. Newsletters - if you no longer wish to remain in touch you can unsubscribe or contact us and request the removal of your personal information. CRM communications – 3 years. We will email you every 3 years to help remind you to keep your contact information up to date. |
Delegate pass – when you apply for a delegate pass we may process personal information contained in your application which may include your:
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Provision of a delegate pass to attend markets / festivals / events. To contact you about future activity, which may include funding opportunities, business and market activity and relevant events. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 Consent under article 6(1)(a) of the UK GDPR. You have given your consent to the processing of your personal information for the specified purpose. |
Up to 2 years for successful and unsuccessful applications. If you opted for CS to contact you about future activity, which may include funding opportunities, business and market activity and relevant screen events, CS will retain your personal information for as long as you wish to continue to receive information from us. If you no longer wish to receive information from us you can unsubscribe at any time or contact us and request the removal of your personal information. |
Enquiries, feedback and / or complaints - we may process personal information, including your name and contact details, that you provide to us in the course of making an enquiry, submitting a data protection rights request, giving feedback or making a complaint either by letter, telephone, via our website or by email. |
Handle and respond to any enquiries, information requests, data protection rights requests, feedback and/or complaints made by you. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; Legal Obligation – processing is necessary for compliance with a legal obligation - to comply with a common law or statutory obligation e.g. to comply with data protection laws; |
Up to 5 years |
Events - we may collect, store and use the following kinds of personal information that you provide to register for an event, to complete feedback/evaluation forms or by other means such as in an email or over the telephone when you enquire about an event or otherwise communicate with us:
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Our purpose for collecting this information is so we can facilitate the event and provide you with an acceptable service. We will handle and use your personal information for the following purposes:
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Contract – we need to use your personal information to perform a contract with you, including taking steps to enter into a contract with you e.g. access to an event Consent under article 6(1)(a) of the UK GDPR. You have given your consent to the processing of your personal information for the specified purpose. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. |
Up to 5 years |
Funding – when you apply for funding we may process personal information contained in your funding application, supporting information and Creative Scotland’s reports e.g. End of Project Report which may include your: - Name - Contact information which may include email address, phone number, postal address - Supporting application information which may identify you e.g. photograph - CV (if applicable) - Banking information for successful applicants e.g. account number. See our Banking Details page for more information - Electronic signature for successful applicants e.g. contained in the Funding Agreement between Creative Scotland and the successful funding applicant |
Creative Scotland’s purposes of processing a Funding Applicant’s personal information may include: - assess the Funding Applicant’s application for funding; - enter into a funding agreement with successful applicants; - applying to Creative Scotland’s Locked-Box Scheme - applicable to Screen Scotland funding application process; - assess and evaluate funding projects e.g. monitoring reports, End of Project Report; - work with a third party(s) with specific sector expertise (with whom Creative Scotland will enter into a contract) to participate as a panel member in funding application assessment panel meetings; - work with a third party(s) with specific sector expertise (with whom Creative Scotland will enter into a contract) to assess your funding application; - work with an independent research agency (with whom Creative Scotland will enter into a contract), to undertake research and create an evaluation and statistical report relating to the programme / project and/or impact of the programme / project; - work with an independent research agency (with whom Creative Scotland will enter into a contract) to undertake research and evaluation of the application process e.g. to make improvements; - to ensure the appropriate use of public funding, reduce fraud risks, avoid duplication, and for comparison purposes, we may work with other funding organisations and we may share some funding application information with them (including your name, email address, type of fund applied to and funding amount requested). The funding organisation(s) will become a controller of your personal information when they receive it; - maintain contact with respective local authorities and partner organisation(s) in local authority areas - applicable to the Visual Artist and Craft Maker Awards (VACMA) only; - to participate as an observer in assessment panel meetings - applicable to VACMA only; - request anonymised statistical reports regarding VACMA funding applications processed by the local authority and partner organisation(s) in local authority areas e.g. number of applications received, equalities data (anonymised) for research purposes; - publish reports provided to Creative Scotland by an external research agency; - publish a contacts list containing the name and email address of the Funding Applicant’s point of contact and the Funding Applicant’s name –applicable to the YMI Formula Fund only; – develop case studies for publication – see Case Studies section of this Privacy Notice; - publish information regarding the award made to the Funding Applicant on Creative Scotland’s website and more widely for transparency and accountability purposes; - invite the Funding Applicant to participate in promoting, featuring and publicising the programme/project; - invite the Funding Applicant to participate in sector related development programmes; - invite the Funding Applicant to attend related cultural events; and - respond to requests for information received by Creative Scotland from the media otherwise than under Access to Information Laws. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; Contract – we need to use your personal information to perform a contract with you, including taking steps to enter into a contract with you; |
Successful applications - 7 years Unsuccessful applications – 5 years Withdrawn applications – 1 year Ineligible applications – 1 year Abandoned applications – 6 months |
Glow access – to facilitate Glow access for Film Education Practitioners, we will process the following personal information:
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The information that you provide to us is required in order for us to facilitate your access to Glow and will include: - Verify your identity - Verify your work history - Confirm you have an up-to-date membership of PVG Scheme - Send you Glow Guidance - Provide you with a Glow email address - Respond to your enquiries - Respond to complaints (such as gathering evidence in relation to any complaints made by or about you; dealing with any legal disputes involving you) - Determining your continued access to Glow |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010. |
For the length of time you are provided with access to Glow. 5 years - following the removal of your access to Glow. |
Guest Wi-Fi - if you choose to log in to our Guest Wi-Fi service, we will process some of your personal information in order for you to access and use this service. We will process device and connection information for this purpose, including: - MAC address — a device's unique hardware number - IP address — unique address that identifies a device on the internet - Client Hostname — the name assigned to a device |
Provide access to our Guest Wi-Fi service |
Contract – we need to use your personal information to perform a contract with you, including taking steps to enter into a contract with you e.g. provision of access to our guest Wi-Fi service |
21 days following which it is removed from our system |
Local Authorities and Arms-Length External Organisations (ALEO) Cultural Services Representatives – following our communication with you, we may share your contact information with third parties e.g. external research organisation via contract / data sharing agreement:
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Work with an external research organisation to undertake research and create an evaluation and/or statistical report relating to a project and/or impact of a project. This may include the research organisation undertaking:
Publish reports and/or case studies provided to Creative Scotland by an external research organisation. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; | We will retain any reporting information provided to us from the research organisation which may include reports, case studies, research surveys, statistical analysis etc for up to 3 years. |
Mailing lists - information that you provide to us including your name and email address. For Screen Scotland’s Crew Mailing List, in addition to your contact information, we will process your special category data, if you choose to provide this to us |
Provide sector specific information you have registered to receive e.g. Youth Music Initiative updates, Film/TV Crew opportunities and/or updates (you can unsubscribe at any time if you no longer wish to receive this information) Send you our newsletter, if you have requested it, which will include latest news, funding announcements, events and other information (you can unsubscribe at any time if you no longer wish to receive this information) |
Consent - under article 6(1)(a) of the UK GDPR by providing any personal information to us when communicating through the website services e.g. registering to receive our newsletter you give your consent for us to handle and use your personal information for the specified purposes. Your consent will be our legal reason for the purposes of complying with the Data Protection Laws. For Screen Scotland’s Crew Mailing List, we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. |
We keep mailing list personal information for as long as you wish to continue to receive information from us. If you no longer wish to receive information from us you can unsubscribe at any time or contact us and request the removal of your personal information. We hope you continue to enjoy receiving the information we send you. However, if you have not accessed any of our emails for a period of one year, we will remove your details from our mailing list. |
MS Teams Guest – should you receive an invitation to join a Creative Scotland MS Team / MS Team meeting we may process your personal information which may include your: - Name - Contact information which may include your email address - Job title - Organisation you work for
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Invite you to join a Creative Scotland MS Team / MS Team meeting for collaboration purposes which may include: - attending virtual meetings - audio calls - 1to1 and / or group conversations using the chat facility - share documents / work (e.g. files, presentations) |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; |
3 years following the deletion of the MS Team. |
Online Funding Account – when you register with Creative Scotland we may process your personal information including your: Name Postal Address Email Address Job role
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Provision of a Unique Reference Number for you to provide with your funding application to one of the partner organisations assisting Creative Scotland to deliver the Hardship Fund for Creative Freelancers. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; |
An account will be deleted after 4 years of inactivity. You may request the removal of your account at any time. |
Online Recruitment Account – when you register with Creative Scotland we may process your personal information including your:
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Creative Scotland will use your personal information, and any supporting information that you provide, as part of the recruitment process to fully assess your application. Creative Scotland will use this to make decisions on whether to invite you to an interview and make you an offer of employment to you. Creative Scotland will not share your personal information with third parties, unless your application for employment is successful and CS makes an offer of employment to you. As part of this, CS will then share your personal information with your former employers to obtain references about you. |
Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
Legal Obligation – processing is necessary for compliance with a legal obligation - to comply with a common law or statutory obligation e.g. to check a successful applicant's eligibility to work in the UK before employment starts. |
If your application is successful and you accept an offer of employment made to you by CS, then CS will retain your application (including any supporting information) for the length of time of your employment with CS plus a further period of 6 years. Following the expiry of this timescale, the said information will be disposed of securely. CS will retain an unsuccessful, withdrawn or ineligible application (including any supporting information) for a period of 6 months after the end of the recruitment process. Following the expiry of this timescale, the said information will be disposed of securely. |
Our Voices – when you apply to this programme we will process personal information contained in your application, any supporting information and Creative Scotland’s reports e.g. End of Project Report which may include your:
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Creative Scotland’s purposes of processing an Our Voices Programme Applicant’s personal information may include:
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
3 years from the end of the programme |
ThirdLight - we may process the following media related personal information about you:
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ThirdLight is a digital solution Creative Scotland uses to store, manage and share digital media. On ThirdLight, Creative Scotland may use your personal information to:
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Consent under article 6(1)(a) of the UK GDPR. You have given your consent to the processing of your personal information for the specified purpose. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; |
3 years |
User Tester – we may process personal information, including your name and contact details, that you provide to us when you complete a User Tester Application Form to participate as a user tester. |
To contact testers to arrange a mutually convenient date and time to test a digital product. To record testing sessions using MS Teams to retain a record of feedback provided. |
Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
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6 months |
Visitors to our office - we collect and process personal information, e.g. name and contact details, when you need to access our non-public spaces (for example, our office spaces) as a visitor. |
Record your visit to Creative Scotland’s office for building safety purposes; and For the purposes of preventing, managing or responding to emergencies. |
Legal Obligation – processing is necessary for compliance with a legal obligation - to comply with a common law or statutory obligation e.g. to comply with health and safety laws; Vital Interests - protection of your vital interests e.g. to obtain emergency medical assistance in the case of an accident involving you; |
1 year |
Website user - information about your computer and about your visits to and use of this website including your IP address, browser type and version, operating system, referral source, length of visit, page views and how you navigate our website. For more information, see our Cookies webpage. Information you provide to us when using the above services on our website, or that is generated in the course of the use of those services including the timing, frequency and pattern of service use; and Information contained in or relating to any communication that you send to us or send through our website including the communication content and metadata associated with the communication. |
Administer our website and carry out our functions as a Scottish public authority. Personalise your experience of using our website. Allow you to use the services available on our website. Keep our website secure and prevent fraud. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; Consent - under article 6(1)(a) of the UK GDPR by providing any personal information to us when communicating through the website services e.g. registering to receive our newsletter and/or accepting cookies, you give your consent for us to handle and use your personal information for the specified purposes. Your consent will be our legal reason for the purposes of complying with the Data Protection Laws. |
2 years |
Who do we share your personal information with?
We may share your personal information with our stakeholders e.g. Scottish Government and National Lottery, insurers, professional advisers, Film/TV production companies, external assessors, third party funding organisations, re recruitment – previous employers, agents, suppliers or subcontractors if we need to for any of the above purposes.
We may also share your personal information:
- Where the law requires us to;
- For any court proceedings in which we are involved;
- To protect our legal rights;
- For the purposes of fraud prevention; and
- To obtain emergency medical assistance in the case of an accident involving you.
What personal information do we receive and process from other sources? | What are our purposes for processing your personal information? | What is our legal basis for handling and using your personal information? |
How long will we keep your personal information?
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Arts Council England Performing Arts Quarantine Exemption – to administer this scheme for performing arts professionals, Arts Council England needs to collect and process personal data about applicants, who in this case will be the activity producer, and about the artist or cultural professional. Arts Council England will provide Creative Scotland with some of your personal data. For successful applications during COVID-19 CS may be provided with the:
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Retain a record of artists / cultural professionals who are travelling or returning to Scotland for work as performing arts professionals during COVID-19.
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Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.
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1 year |
Awards for All – if you have applied to the Awards for All fund, we may receive and process the following personal information from the National Lottery Community Fund: Contact information which may include your name, email address, telephone number |
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
Successful applications - 7 years Unsuccessful applications – 5 years |
Case Studies – if you have participated in a Creative Scotland funded project, we may receive and process the following personal information from a third party e.g. local authority to develop and publish a case study regarding your experience and impact of your participation in the project:
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Contact you by telephone or email regarding a case study; Publish and promote information about you and your case study on our websites e.g. CS’s website, Our Creative Voice website, Culture Collective website and other social media platforms e.g. Twitter; |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; |
Case Studies - CS will retain and publish case studies for up to 5 years. |
Crowdfunder - if you enter the Creative Scotland Crowdmatch 2021 Competition, we will receive your contact information from Crowdfunder. If your application is successful, we will have access, through the Crowdfunder website, to content used for your project which may include photos, videos and written pitch. |
Contact you by telephone or email regarding your Creative Scotland Crowdmatch campaign. Promote information about you and your Creative Scotland Crowdmatch campaign on the Creative Scotland website and Creative Scotland’s social media accounts e.g. Twitter. |
Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
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3 years |
Edinburgh Film Office – if you have registered to be included in the Edinburgh Film Office’s Production Guide, your contact information is published via the Edinburgh Film Office website. We may access your contact information and add this to our Crew mailing list.
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We may contact you with production opportunities. We may share your contact information with production companies for work opportunities purposes. |
Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
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We keep mailing list personal information for as long as you wish to continue to receive information from us. If you no longer wish to receive information from us you can unsubscribe at any time or contact us and request the removal of your personal information. |
Edinburgh Innovations Ltd (Edinburgh University) – if you participate in a moving image mapping related survey/interview and choose to engage with Creative Scotland, will be provided with your contact information which may include your:
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Contact purposes which may include offering screen related opportunities, collaboration, funding and sector promotion. Retain a record of our relationship with you in our Customer Relationship Management system (CRM) e.g. CRM communications. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
We will retain your contact information for as long as you wish to remain in touch with us. We will email you every 3 years to help remind you to keep your contact information up to date. If you no longer wish to remain in touch you can contact us and request the removal of your personal information. |
Education Scotland – if you apply to the Creative Wellbeing or National Creative Learning Network Funds, Creative Scotland will be provided with your funding application as we are collaborating with Education Scotland on the delivery of these two funds. |
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010; |
Successful applications - 7 years Unsuccessful applications – 5 years |
FindBusinessSupport - if you submit an enquiry through FindBusinessSupport relating to one of the funds that we provide, we will receive a copy of your enquiry from FindBusinessSupport in order to respond. |
Respond to your enquiry. | Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
3 years |
Film and TV Charity - to avoid duplication of funding, Film and TV Charity may share some of your funding application information for comparison purposes (including your name, email address, type of fund applied to and funding amount requested). We will become a controller of your personal information when we receive it. |
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
3 years |
Gavin Wallace Fellowship – if you apply to become a Writing Fellow, we will be provided with your application which may include your:
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To support the host organisation in the:
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 | 7 years |
HR Support Action Research Project – if you have applied to the Scottish Council for Voluntary Organisations, we will receive a copy of your application which will include the following personal information:
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Assess applications Participate in assessment panel meetings |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 | 7 years |
Mailing lists - we may process your personal information obtained from your organisation’s website or from our own contact with you:
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Provide / gather information relating to the Arts, Screen and Creative Industries e.g. contact theatre / dance venues to discuss Touring Fund programmed work. Create and maintain working relationships. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
We keep mailing list personal information for as long as you wish to continue to maintain a relationship with us and/or receive information from us. If you no longer wish to hear from us, you can either unsubscribe or contact us and request the removal of your personal information. |
Other Organisations / Programmes – the following organisations / programmes may share with Creative Scotland funding related information provided to you:
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Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
3 years |
Our Creative Voice – we may receive personal information about proposed candidates for a case study from a third-party source. This may include:
Following CS making contact with you, we may process the following:
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Contact you by telephone or email regarding a case study; Publish and promote information about you and your case study on www.ourcreativevoice.scot and other social media platforms e.g. Twitter; Handle and respond to any enquiries, freedom of information requests, data protection rights requests, feedback and/or complaints made by you; Administer our website and carry out our functions as a Scottish public authority; Personalise your experience of using our website; Allow you to use the services available on our website; and Keep our website secure and prevent fraud. |
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010 |
Case Studies - CS will retain and publish case studies for up to 5 years. If you choose to withdraw your consent, CS will remove your case study from the website and permanently delete it. Enquiries – 3 years Website user – 2 years |
Press contacts – we may process your personal information obtained from your organisation’s website or from our own contact with you:
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Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
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Indefinitely. If you no longer wish for CS to retain and use your personal information you can contact us and request the removal of this. |
Who do we share your personal information with?
We may share your personal information with our stakeholders e.g. Scottish Government and National Lottery, insurers, professional advisers, Film/TV production companies, external assessors, third party funding organisations, agents, suppliers or subcontractors if we need to for any of the above purposes.
We may also share your personal information:
- Where the law requires us to;
- For any court proceedings in which we are involved;
- To protect our legal rights;
- For the purposes of fraud prevention; and
- To obtain emergency medical assistance in the case of an accident involving you.
What about IP Addresses and Cookies?
To find out how we handle and use IP addresses and cookies, please visit our Cookies page.
Do we send your personal information outside the United Kingdom?
We will comply with Data Protection Laws if handling and using your personal information in accordance with this Privacy Notice requires us to transfer your personal information to organisations in countries outside the United Kingdom.
Where your personal information is transferred outwith the United Kingdom, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.
Enquiries, feedback and/or complaints - we sometimes use services provided by Microsoft's cloud-based Office 365 tools for gathering enquiries, feedback and complaints. This includes email and online forms. Information submitted by email or managed electronically, for example through online forms, are processed within Microsoft Office 365. Data that is processed in Microsoft Office 365 may be transferred outside of the United Kingdom to the United States of America. Microsoft Corporation is compliant with the EU-US Privacy Shield Framework which provides a mechanism to comply with Data Protection requirements when transferring data.
Wi-Fi service – we use a third-party provider to provide our Wi-Fi service. The third-party provider is registered in the United States of America and your personal data may be transferred there. The third-party provider is compliant with the EU-US Privacy Shield Framework which provides a mechanism to comply with Data Protection requirements when transferring data.
Mailing lists – we use a third-party provider to support our email, marketing and customer engagement service to deliver communications and Sector related information e.g. our newsletter. The third-party provider is registered in the United States of America and your personal data may be transferred there. The third-party provider is compliant with the EU-US Privacy Shield Framework which provides a mechanism to comply with Data Protection requirements when transferring data.
What will happen if you do not provide the information we require?
We may not be able to communicate with you or provide you with any of our services e.g. provision of a funding application service, provision of a recruitment application service.
It may be obligatory for you to supply us with your personal information e.g. visitor information. If you do not supply your personal information for this purpose, it may be that we are unable to ensure safety and security or manage incidents or emergencies. We may also be unable to allow you to access our non-public spaces as a visitor or contractor.
How will we keep your personal information secure?
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information and will store your personal information on secure servers.
Please be aware that sending information over the internet is inherently insecure, and we cannot guarantee the security of your personal information if you send it to us over the internet.
What rights do you have in relation to the personal information that we handle and use about you?
You have the right to:
- Be informed about the collection and use of your personal data e.g. this Privacy Notice. This is a key transparency requirement under the UK GDPR.;
- 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. This right always applies, although there are some exemptions which means you may not always receive all the information we process. You can request access to your personal data by contacting our Data Protection Officer (contact details are provided below);
- 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. This right always applies;
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data in certain circumstances. 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;
- Object to processing of your personal data where we are relying on a legitimate interest or the process forms part of our public task 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;
- 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; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;
- 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;
- 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.
You can read more about your individual rights on the Information Commissioner’s Website.
No fee usually required
You will not usually 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.
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.
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.
Psychometric testing
Some Creative Scotland job vacancies may involve psychometric testing of applicants as part of the recruitment process. Creative Scotland does not base its recruitment decisions solely on the results of such testing. This testing does not therefore constitute automated decision-making for the purposes of Data Protection Laws.
Information about other individuals
If you provide Creative Scotland with content, materials, information that contains personally identifiable information about other individuals, you must comply with Data Protection Laws when providing their personal information to Creative Scotland.
What about links to third party websites?
Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of such third parties.
Changes to this Privacy Notice
Any changes we may make to this Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. The date last updated should be visible at the top of this Privacy Notice.
Making a complaint
If you have any concerns with how we have handled and used your personal information, you should contact our Data Protection Officer in the first instance, as we would welcome the opportunity to work with you to resolve any complaint.
The contact details for our Data Protection Officer are as follows:
Data Protection Officer
Creative Scotland
2-4 Waterloo Place
Edinburgh
EH1 3EG
Telephone: 0330 333 2000
Email: [email protected]
If you are still dissatisfied, you can submit a complaint to the Information Commissioners Office (ICO) either by telephone or by completing an online form. The ICO’s contact details are as follows:
Telephone: 0303 123 1113
Website link: https://ico.org.uk/concerns/
Definitions
We, Us, Our |
Creative Scotland |
You, Your, Yourself |
means the living individual who the personal information is about |
Special Category Data |
means the following personal data that needs more protection because it is sensitive: |
Access to Information Laws |
includes the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004 and any legislation supplementary thereto introduced in Scotland |
Data Protection Laws |
means the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (EU GDPR) as it forms part of the domestic law of the United Kingdom by virtue of section 3 of the European Union (Withdrawal) Act 2018 and as amended by Schedule 1 to the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (the “UK GDPR”); together with the Data Protection Act 2018 and any other national legislation intended to enact, implement or supplement the UK GDPR (or any part thereof); the Privacy and Electronic Communications (EC Directive) Regulations 2003 (“PECR”) and, from the date of its becoming applicable, any legislation intended to replace the PECR and all applicable laws and regulations relating to the privacy, protection or processing of personal data, including where applicable guidance and codes of practice issued by the ICO and, as applicable, the equivalent of any of the foregoing in any relevant jurisdiction; |
Controller |
determines how and why personal information is handled and used |
Personal Information |
means information relating to a living individual who can be identified |