This privacy statement explains how we collect and use personal information as a data controller for the following process:
- Data provided during the Scotland’s Futures Forum online panel session “Scotland 2045: A Sustainable Society”.
Some of the language used in privacy notices can be specialised. The Information Commissioner’s website provides a useful introduction to key terms and concepts.
The purpose of the processing
The purpose of the processing by Scotland’s Futures Forum is to enable panellists and participants to register and take part in an online event by video conference via the BlueJeans platform.
Booking for the event will be via Eventbrite.
When you attend the event as a panellist your image and what you say will be captured online and may be shared via social media.
If you are a member of the audience, you will have the opportunity to express your views and send your questions and comments to panellists during online panel events. This will take place via an online question and answer forum where your questions and comments will be shared with the Chair of the panel. Your engagement and expression of your views and experiences are essential to Scotland’s Futures Forum.
If, as a member of the audience your question or comment is selected, the information you provide during the event may be published on the Futures Forum website and communicated on social media and as a podcast. The information you supply may also be retained for archive purposes as a record of the event.
Scotland’s Futures Forum will use BlueJeans, a third-party video conferencing tool to record and broadcast the online session.
The categories of information provided
For panellists we will process normal category data including your name, mobile number, address, biographical information about you and your photograph. For members of the audience we will process your name, email address and geographical location for example, to introduce you and your question for the panel. Depending on what views and experiences you decide to share, the content of your submission or what you say as a panellist may contain *special category personal data.
*Special category personal data includes information revealing an individual’s race; ethnic origin; political or religious views; sex life or sexual orientation; trade union membership; physical or mental health; genetic or biometric data.
Your name and email address may be used by Scotland’s Futures Forum to contact you about the information you have provided, about your participation or to seek feedback.
Collecting and holding personal data
Before adding your questions or comments on BlueJeans, you will be asked to provide your name and email address, and this will be used if we need to contact you. When you submit your views or make any comments on Bluejeans, this information will be made public unless it is moderated. All the information you provide will be subject to moderation by Scotland’s Futures Forum to remove any defamatory or other inappropriate content. The information you send us will also be moderated to ensure as wide a range of views and comments are included in each session.
You will be asked to confirm that you have read and understood the content of this privacy notice before adding any information to BlueJeans. You can also choose to provide your comments or views anonymously.
When making your submission please do not include information that could lead to other individuals being identified, for example including other people’s names, contact details or similar identifying information.
Scotland’s Futures Forum processes any personal data you send in line with the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Personal data consists of data from which a living individual may be identified. Scotland’s Futures Forum will hold any personal data securely, will use it only for the purposes it was collected for and will only pass it to any third parties in line with the legal basis for which it is being processed.
Further information about data protection legislation and your rights
Source of the information
Personal data is provided directly to Scotland’s Futures Forum by participating individuals using Eventbrite and BlueJeans.
Legal basis for processing
Data protection law states that we must have a legal basis for handling your personal data. The legal basis for processing the personal data you provide to Scotland’s Futures Forum using BlueJeans or as a panellist is that it is necessary for the performance of a task carried out in the public interest in terms of Article 6(1) (e) of the UK GDPR and section 8(d) DPA.
If you provide special category personal data during panel discussions, then the legal basis for processing this personal data is that it has been made public by the data subject in terms of Article 9(2)(e) of the UK GDPR. The task is to facilitate information gathering during Scotland’s Futures Forum work to promote the work of the Scottish Parliament and to enable effective and full consideration of public views.
Your comments and views may be retained as a record of Futures Forum and the legal basis for transferring your personal data to the National Records of Scotland is that it is necessary for archiving purposes in the public interest in terms of Article 6(1)(e) UK GDPR and section 8(d) DPA or, for special category data, Article 9(2)(j) UK GDPR, and section 10(2) and paragraph 4 of Schedule 1 of the DPA.
Retention of data
The information submitted by panellists consisting of contact details and biographical information will be retained until the end of the calendar year in which the event took place plus 4 years in accordance with the Futures Forum records management policy.
Submissions from members of the audience made using the question and answer facility on BlueJeans and responses to the feedback survey will be securely deleted one month after the event.
Certain significant events may form part of the public record and panel discussions may be retained in accordance with the Futures Forum records management policy and then be transferred to the Futures Forum archive at National Records of Scotland where they will be publicly available.
Children and young people safeguarding and child protection
In line with the principles underlying the National Guidance for Child Protection in Scotland (2014), published by the Scottish Government, our staff may report a concern to the relevant authorities if they come across an issue during their work which causes them to think that a child may be at risk of abuse or harm.
Your rights
Data protection legislation sets out the rights which individuals have in relation to personal data held about them by data controllers. Applicable rights are listed below. You can exercise your data subject rights in particular circumstances depending on the purpose for which the data controller is processing the data and the legal basis upon which the processing takes place.
The following rights may apply:
Access to your information
You have the right to request a copy of the personal information about you that we hold.
Further information on how to make a data protection subject access request.
Correcting your information
You have the right to ask us to correct the personal data we hold about you. We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Objecting to how we may use your information
You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
- please note that the right to object to the processing of personal data does not apply where the data subject has consented to the processing, subject to the right to withdraw consent
- the right to object to the processing of personal data for the purposes of a public interest task is restricted if there are legitimate grounds for the processing which override the interest of the data subject
- the right of erasure and the right to object to processing of personal data do not apply where personal data is processed for the performance of a legal obligation. This will be considered on a case by case basis and depends on what personal data is involved and the risks further processing of that data could pose to you
Deletion of your information
You have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purposes for which it was obtained
- we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
- you have validly objected to our use of your personal information – see Objecting to how we may use your information above
- our use of your personal information is contrary to law or our other legal obligations
- please note that the right allowing for deletion or erasure of personal data (right to be forgotten) does not apply in cases where personal data is processed for the purposes of the performance of a task carried out in the public interest
- the right of erasure and the right to object to processing of personal data do not apply where personal data is processed for the performance of a legal obligation. This will be considered on a case by case basis and depends on what personal data is involved and the risks further processing of that data could pose to you
Restricting how we may use your information
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information, but you don’t want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Withdrawing consent to using your information
Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purposes for which consent was given.
Please contact us in any of the ways set out below if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website. Paper copies of the privacy statement may also be obtained using the contact information below.
This privacy statement was last updated on 6 September 2021.