Privacy Policy

Scotland Europa – Privacy Notice

The privacy notice will give you information on how Scotland Europa collects, uses, shares and looks after your personal information. Personal information, or personal data, means any information about an individual from which that person can be identified. Anything we do with your personal information (from the point at which we collect it until we delete it from our systems) is called processing.

The privacy notice applies when you visit our website, provide any personal information through this website, when we provide services to you or when you have asked to receive notifications from us. The privacy notice will also tell you about your privacy rights and how the law protects you.

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

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

1. Who we are and other important information

Scotland Europa (SE) is a membership-based organisation that promotes Scotland's interests across the institutions of the European Union and to the representatives of Europe's regions and Member States. We are registered at Atrium Court, 50 Waterloo Street, Glasgow G2 6HQ, United Kingdom, and operate our business from Brussels and locations within Scotland. Scotland Europa is a subsidiary of Scottish Enterprise.

Scottish Enterprise has appointed a data protection officer (Data Protection and Information Governance Officer (DPIGO)) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about the privacy notice, including any requests to exercise your legal rights in respect of your personal information, please contact the DPIGO using the details below.

Contact details

scotland.europa@scotent.co.uk
Atrium Court
50 Waterloo Street
Glasgow
G2 6HQ
0032 2 282 83 04

Change to our privacy notice

This is the current version of our privacy notice. It was last updated on 16 May 2018.

Letting us know about changes to your personal information

It is important that the personal information that we hold about you is accurate and current. Please let us know if your personal information changes during your relationship with us, by contacting using the details above.

2. Personal Information we collect

We may collect, use, store and share different kinds of personal information about you. To help you identify these, they have been grouped together as follows:

Group Data Personal information includes
Identity Data Name, job role/title, phone number, photograph
Technical Data internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data Username and password, your preferences
Usage Data information about how you use our website, products and services

There is also other information that we collect, use, store and share that is not personal information, including:

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

Anonymised Data is the process of turning personal information into a form which does not identify individuals and where identification is not likely to take place Company Data is any information relating to a company, such as the company’s address, financial information, business plans (although these may contain elements of personal information), methodologies, project briefs etc.

3. How we collect personal information

We collect personal information using different types of methods and sources. We have grouped these together as follows:

Direct interactions Directly from you. For example, when you use our website, request notification about our update to you, create a Members’ Area account on our website.
Suppliers Any supplier we have procured to deliver a service on our behalf. Such suppliers will be under contractual obligations to process your personal information in compliance with Data Protection Laws.

4. How we use your information

SE collects and uses personal information about you in order to provide its services to Members and stakeholders. In general terms, SE collects, uses, stores and shares personal information about you to:

  • deliver its services and meet its legal responsibilities
  • verify your identity, where this is required
  • contact you by post, email or telephone
  • understand the needs of your company and how they may be met
  • provide you with notifications you have asked for, and to sign you up for events
  • maintain our records
  • Further details can be found in the specific sections for each service which follow.

Lawful Grounds

Data Protection law also says that we must have a legal ground in order to process your personal information. These are known as lawful grounds. There are six lawful grounds, but we will generally only use two of these, as set out below:

Lawful ground What it means
Consent You have given your consent to the processing of personal information for the specified purpose
Contractual Where you are in a contractual relationship, and we need to process personal information to allow us to perform the contract, or where you intend to enter into a contractual relationship with us
Legal obligation Where we need to process personal information to comply with a legal obligation placed on us

MARKETING AND EVENTS

Where you wish us to provide you with marketing information (information, updates, newsletters) or wish to attend an event, your personal information will be processed as follows:

Personal information processed Identity Data
Profile Data
Source of personal information Direct Interactions, Suppliers
The purpose for processing To match your personal information to an existing customer record held by us;
To update your preferences
To create a new customer record if one doesn’t currently exist
To send you the information that you have opted in to receive
To sign you up to events, seminars and webinars hosted by or on our behalf, and/or our Public Sector Partners
To create and circulate delegate lists for events
Lawful ground Consent
Consequences of not providing the personal information We will be unable to send you our updates and newsletters We will not know who you are when you sign up to our events
How long we will keep your personal information Your personal information will be retained until you advise us that you wish to unsubscribe or opt-out from receiving marketing information. Personal information processed for events will be deleted after [ ].

ENQUIRIES

Personal information processed Identity Data
Source of personal information Direct interactions
The purpose for processing To keep you informed of the status of your enquiry
The purpose for processing To keep you informed of the status of your enquiry
To answer your enquiry/complaint
To respond to freedom of information requests
To exercise data subject rights
To respond to data subject rights requests
Lawful ground Contractual
Legal obligation
Consequences of not providing the personal information We will be unable to answer your queries Unable to meet our legislative requirements under the Freedom of Information (Scotland) Act 2002, Environmental Information (Scotland) Regulations 2004, the INSPIRE Regulations 2009, the General Data Protection Regulation 2016/679 and the Data Protection Act 2018
How long we will keep your personal information Your personal information will be retained until your enquiry is answered, or as part of our legal requirements. If there is a continuation of service, your personal information will be retained as per the details of that service.

SUPPLIERS OF GOODS AND/OR SERVICES

Contractual
Legal Obligation
Personal information processed Identity Data
Source of personal information Direct interactions
The purpose for processing To assess a bid in response to a tender
To make payment in exchange of delivery of goods and/or services
To issue feedback surveys to you
Lawful ground
Consequences of not providing the personal information

Who we will share your information with

We may share your personal information with our suppliers to enable them to do any of these things for or in collaboration with SE.

Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, our employees and suppliers will only process personal information on our instructions and in accordance with this privacy statement. They are also subject to a duty of confidentiality.

Your rights

Access to your information – You have the right to request a copy of the personal information about you that SE holds.

Correcting your information – SE wants to make sure that your personal information is accurate, complete and up to date and you may ask SE to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – You have the right to ask SE to delete personal information about you where:

  • You consider that SE no longer requires the information for the purposes for which it was obtained
  • SE is 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 SE’s use of your personal information – see Objecting to how we may use your information below
  • SE’s use of your personal information is contrary to law or SE's other legal obligations.

Objecting to how we may use your information – You have the right at any time to require SE to stop using your personal information for notification purposes.

Withdrawing consent using your information – Where SE uses your personal information with your consent you may withdraw that consent at any time and SE will stop using your personal information for the purpose(s) for which consent was given.

Complaints

SE seeks to resolve directly all complaints about how it handles personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns