Version 2.0 Final 10th February 2022
What is the purpose of this document
sportscotland is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you, in accordance with Data Protection legislation. This Privacy Notice contains important information about how we collect, manage, use, and protect your personal information.
This privacy notice is applicable to all current and former sportscotland volunteers, including volunteers working as Young Ambassadors or taking part in the Young People’s Sport Panel, Board Members, and any other volunteers who may be associated with sportscotland (“Volunteers”). This notice does not form part of any contract of employment or other contract to provide services.
The Scottish Sports Council, trading as ‘sportscotland’ of Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA is the “controller” of the personal information that you provide to us and is registered as a data controller with the Information Commissioner’s Office, registration number Z7177835.
This means that we are responsible for deciding how we hold and use personal information about you. We are required under Data Protection legislation to notify you of the information contained in this privacy notice.
We may change this Privacy Notice from time to time. Please check this notice frequently to ensure you are aware of the most recent version and the date that it was last updated.
Our contact details
Headquarters
Doges
Templeton on the Green
62 Templeton Street
Glasgow
G40 1DA.
Tel: 0141 534 6500
Deaf / BSL users can contact us using the Contact Scotland service
General enquiries form or email sportscotland.enquiries@sportscotland.org.uk
Data Protection Officer Contact Details
Information Governance and Data Protection Officer
Templeton on the Green
62 Templeton Street
Glasgow
G40 1DA
Tel: 0141 534 1176
Email: DPO@sportscotland.org.uk
What type of information we have
When you enter into engagement via an interview and nomination process or by any type of agreement or contract provided to you by sportscotland, dependent on our relationship, we may collect, store, and use the following personal information relating to you:
- Payment details, including bank account number, sort code, national insurance number and tax status (its likely we’d only use this to repay expenses);
- Personal contact details, including name, address, email address, date of birth, phone number, Place of work and previous job history, if this information has been provided to us;
- Qualifications & Training: degrees, qualifications, professional memberships, and any other information related to your qualifications and training;
- Photographic Identification;
- Equality information: including disability, race, gender, and marital status if relevant to the way in which we have engaged the Volunteer and provided by the Volunteer;
- Medical and allergy information;
- Next of Kin/Emergency contact details; and
- We may hold other relevant personal information such as PVG membership, driving licence, previous offences, passport / visa numbers, declaration of interest forms and any other related information if relevant to the contract and provided by the Volunteer.
We may ask you for additional personal information during the course of your engagement, which shall be collected, stored, and used in accordance with this privacy notice.
Our purposes for processing personal data
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the terms of the voluntary contract we have entered into with you;
- Where we need to comply with a legal obligation;
- Where we or a third party have a legal justifiable processing activity, which requires us or that third party to use your personal information only where there is no disadvantage to you; and
- Where it is required in order for us to perform a task in the public interest.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your vital interests (or someone else’s interests) in a life-threatening emergency.
We need to process personal information relating to Volunteers to perform our obligations under and in terms of our contractual relationship with you setting out the relationship between you as the Volunteer and sportscotland.
We may use your personal information to:
- Monitor use and compliance of IT systems and access to information (if access has been granted to the Volunteer);
- Maintain records of meetings; and
- Complying with Health and Safety and Fire Safety obligations.
We may be required to use the personal information relating to your gender, age, racial or ethnic origin, etc. for equality monitoring and reporting purposes as required by our legal obligations under the Equalities Act 2010. This information may be collected, stored, and reported on if you are engaged as a Board Member in keeping with our obligation to report via our Equality Mainstreaming Report under the Equalities Act 2010.
We will process such personal information through aggregated and anonymised reports. We may use this information to identify and keep under review the existence or absence of equality of opportunity or treatment between groups of people with shared characteristics. This is to ensure we positively contribute to the advancement of equality and good relations.
We may also use this personal information to consider and provide any reasonable adjustments as required under the Equality Act 2010.
Who we share your personal information with
If your personal information is included in any images or videos taken by us at our events, we may share this with Young Scot, Youth Sport Trust, the Scottish Government, Scottish Governing Bodies, and local authorities, among others, for promotional and/or journalistic purposes.
The Young People’s Sport Panel is delivered by sportscotland in partnership with Young Scot. We may also share your personal information, consisting of your name, age and local authority area and any additional personal information gained through the application process to become a Volunteer with Young Scot.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Scottish Government, including Companies House, HMRC, the Health & Safety Executive, Disclosure Scotland, Equalities and Human Rights Commission (for the purposes of equalities monitoring (such information being provided in an anonymised form)) and Police Scotland.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
sportscotland engages third-party suppliers to provide services including IT, payroll, contractors for training, occupational health services or specific pieces of work, among others. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.
In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
How we store and protect your personal information
Where sportscotland retains your personal information in one of our own data centres, all data will be stored on UK based servers. Where sportscotland utilises cloud-based storage, your personal information may be stored out with the UK within European Union country data centres, in which case sportscotland will ensure adequate security measures are in place to protect your personal information.
Core systems are only accessible by sportscotland staff and a small number of contracts for service practitioners.
Security measures in place within sportscotland include physical security measures; strong passwords; password lock out policy; managed permissions; two factor authentication; encryption; antivirus software; anti-malware software; data loss prevention software; secure email gateway; software patch management and appropriate data backup arrangements.
Your personal information may also be stored on third party, cloud-based solutions. Where this is the case, sportscotland will ensure that that third party complies with Data Protection legislation when processing your information.
We retain all personal information in line with the sportscotland retention and destruction policy contained within the sportscotland Records Management Plan which is a legal requirement under the Public Records Scotland Act (2011) You can download this at: -sportscotland Records Management Plan
Our legal basis for processing your personal data
We will only collect and process personal information where we have a legal basis for doing so under Data Protection legislation.
The legal basis used most by sportscotland for the processing of personal identifiable information are: -
GDPR Article 6 (1)
- the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
- processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
- processing is necessary for compliance with a legal obligation to which the controller is subject; or
- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
GDPR Article 9 (2)
(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where domestic law provides that the prohibition referred to in paragraph one may not be lifted by the data subject;
(g) processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
When using Condition 9 (2) (g) we will also rely on a condition within DPA 2018 Schedule 1.
Your data protection rights
Under data protection law, you have rights including: -
Your right of access: You have the right to ask us for copies of your personal information;
Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete;
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances;
Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances;
Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances; and
Your right to data portability: You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please note the lawful basis used for processing your personal information can also affect which rights are available to you as there may be exemptions. Our Data Protection Officer will advise on any exemptions on request.
Please contact us at DPO@sportscotland.org.uk, 01415341176 sportscotland, Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA if you wish to make a request.
How to complain
If you have any queries or concerns regarding this Privacy Notice or how your personal information is processed, please contact the sportscotland Data Protection Officer in the first instance: -
Information Governance and Data Protection Officer
sportscotland, Doges
Templeton on the Green
62 Templeton Street
Glasgow
G401DA
Email: DPO@sportscotland.org.uk
Tel:01415341176
Please note you have the right to contact the Information Commissioner’s Office if you are unhappy with how your enquiry has been dealt with. Their contact details are noted below:
The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk