Privacy Notice

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?

Board and sub-committee minutes - when you attend a Creative Scotland Board or Sub-Committee meeting, we may process your personal information including your 

• name
• job role
• organisation where you work

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;

Case Studies – we may process the following personal information to develop and publish case studies on our websites and handle enquiries:

• your contact information which will include your name, telephone number and email address
• personal information within case studies which may include your photo(s), video image(s), video interviews, audio file(s) e.g. song/podcast

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; 

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:

• Name
• Email address
• Contact number
• Postal address
•  Job title and role

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.
 

We will store your personal information in our CRM system when you: 

• create a CS account e.g. Funding, Locations 

• register to receive newsletters  

• have a working relationship with CS e.g. stakeholder, Sector contact 

This may include your: 

• Name 

• Email address 

• Contact number 

• Postal address 

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.
 

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:

• Name
• Email address
• Contact number
• Job title
• Company name
• Company postal address

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:

• your title, name, full postal address, email address, telephone contact details;
• your job title and role;
• for certain events we may collect your image, audio and likeness (as captured on a webinar, in photographs, via streaming or film recordings made of the event);
• dietary needs;
• accessibility requirements; and
• records of communications sent to you by us or that we receive from you in relation to an event you will attend/have attended e.g. feedback / evaluation forms

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:

• to reserve a place for you at the event(s) you would like to attend;
• to provide you with information about the event(s) for which you have registered, that includes event updates, and possible changes, cancellation or similar information;
• filming, photographing or otherwise recording events and publishing such content on our website, social media accounts and other formats;
• to invite you to attend related events in the future;
• to provide you with information about accessibility, transportation, parking, etc. that may impact on your attendance to the event;
• develop our events based on your feedback;
• to fulfil and monitor our legal responsibilities, for example, under health and safety legislation; and
• to obtain legal advice and to protect our legal rights if you make a claim against us arising from the event.

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

- Equalities monitoring information which may include your gender, ethnicity, disability, and sexual orientation  

- 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;

- help us create anonymous statistical reports to identify and support under-represented groups, equal opportunities and prevent discrimination; 

- 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

Glow access – to facilitate Glow access for Film Education Practitioners, we will process the following personal information:

• Name
• Email address
• Contact number
• Postal address
• Date of birth
• Driving Licence / Passport (for ID purposes)
• Protecting Vulnerable Groups (PVG) Scheme information
• Job role
• Employment / work history
   

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

21 days following which it is removed from our system

• Name
• Email address
• Contact number
• Job title
• Company name

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:

• Research surveys
• Interviews
• Conducting case studies

Publish reports and/or case studies provided to Creative Scotland by an external research organisation.
 

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.

Media Permission Form – if you complete and submit a Media Permission Form, we may process your personal information including your: 

• Name 

• Email address 

• Telephone number 

• Signature 

• Organisation you work for 

Contact you regarding the piece(s) of media you've sent us (photo, video, audio). 

Use as proof that the piece(s) of media were provided to us in good faith. 

Publish and promote information about you and your work through our communications channels. 

Media Permission Form – if you complete and submit a Media Permission Form, we may process your personal information including your:

• Name
• Email address
• Telephone number
• Signature
• Organisation you work for

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

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

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:

• your name, email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which CS needs to make reasonable adjustments during the recruitment process; and
• information about your entitlement to work in the UK.

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:

• Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
• System development and enhancement;
• Record management arrangements; 
• Processing personal information received / obtained from a third party source e.g. mailing list information; and
• Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.

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: 

• Name
• Email address
• Phone number
• Postal address
• Supporting application information which may identify you e.g. photograph (if applicable)
• Electronic signature for successful applicants e.g. contained in the Agreement between Creative Scotland and the successful applicant (if applicable)

Creative Scotland’s purposes of processing an Our Voices Programme Applicant’s personal information may include:

• assess the Applicant’s Our Voice application;
• enter into an agreement with successful Programme Applicants;
• assess and evaluate programme 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 programme 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 Our Voice 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;
•  undertake research and evaluation of the application process e.g. to make improvements;
• publish reports provided to Creative Scotland by an external research agency;
• publish information regarding your Our Voice Programme Project on Creative Scotland’s website and social media;
• invite the Programme Applicant to participate in promoting, featuring and publicising the programme / project;
•  invite the Programme 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

• name
• photo(s)
• video footage e.g. interviews
• audio file(s) e.g. song / podcast

• facilitate your inclusion in a case study on its website and other social media platforms e.g. Twitter;
• store and categorise media files for future use
• share a media file that is being used to promote a fund or activity with a partner organisation
• handle and respond to any enquiries, freedom of information requests, data protection rights requests, feedback and/or complaints made by you.

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:

• Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
• System development and enhancement;
• Record management arrangements; 
• Processing personal information received from a third party source e.g. mailing list information; and
• Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.

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

How long will we keep your personal information?

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:

• Name of the applicant or producer
• Name of the artist or cultural professional
• Artist role in the activity
• Date of the activity

Retain a record of artists / cultural professionals who are travelling or returning to Scotland for work as performing arts professionals during COVID-19.

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:

• Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
• System development and enhancement;
• Record management arrangements;
• Processing personal information received / obtained from a third party source e.g. mailing list information; and

Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.

• Creative Scotland’s review and decision-making process of applications received
• Creative Scotland’s Media Relations staff may contact you for press/PR purposes

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:

• your contact information which will include your name, telephone number and email address
• personal information within case studies which may include your photo(s), video image(s), video interviews, audio file(s) e.g. song/podcast

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;

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:

• Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
• System development and enhancement;
• Record management arrangements; 
• Processing personal information received from a third party source e.g. mailing list information; and
• Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.

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.

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:

• Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
• System development and enhancement;
• Record management arrangements; 
• Processing personal information received from a third party source e.g. mailing list information; and
• Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.

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.
 

• Name
• Email address
• Name of organisation

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.

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.

• Assessment purposes;
• To participate in funding assessment panel meetings with Education Scotland; and
• Invite you to attend a funding related event.

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.

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.

• Ensure appropriate use of public funding;
• Monitor the reach of a fund;
• Reduce fraud risks; and
• Avoid duplication.

3 years

Gavin Wallace Fellowship – if you apply to become a Writing Fellow, we will be provided with your application 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. 

To support the host organisation in the: 

• application shortlisting process 
• interview panel  

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: 

• Name 

• Email address 

• Telephone number 

Assess applications 

Participate in assessment panel meetings 

Mailing lists - we may process your personal information obtained from your organisation’s website or from our own contact with you:

• Name
• Job Title
• Organisation
• Email address
• Phone number

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.

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:

• BECTU
• Crafts Council / Craft Scotland
• Creative Digital Initiative
• Help Musicians
• Society of Authors
• Visual Arts Scotland

• Ensure appropriate use of public funding;
• Monitor the reach of a fund;
• Reduce fraud risks; and
• Avoid duplication.

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:

•  your contact information which will include your name, telephone number and email address

Following CS making contact with you, we may process the following:

• personal information within case studies which may include your photo(s), video image(s), video interviews, audio file(s) e.g. song/podcast
• website visitor - if you choose to accept cookies, CS will collect information about your computer and about your visits to and use of this website including your IP address, and analytics data, such as 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.

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.

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:

• Name
• Job Title
• Organisation
• Email address
• Phone number

• To publish your contact information on CS’s website
• To help provide CS’s funding applicants easy access to relevant press contacts to discuss and help promote their projects

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:

• Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
• System development and enhancement;
• Record management arrangements; 
• Processing personal information received /obtained from a third party source e.g. mailing list information; and
• Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.
   

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.
 

Special Category Data – a funding applicant may reveal one or more of the following special category data relating an individual(s) when responding to funding application questions: 

• Racial or ethnic origin 

• Political opinions 

• Religious or philosophical beliefs 

• Trade union membership 

• Genetic data, biometric data 

• Health 

• Sex life 

• Sexual orientation 

Successful applications - 7 years 

Unsuccessful applications – 5 years 

Withdrawn applications – 1 year 

Ineligible applications – 1 year