National Care Service Regional Forums 2023

Privacy NoticePlease contact NCSCommunications@gov.scot if you need this document in an accessible format.Information about data processingThe Scottish Government takes the security of your personal data very seriously. This privacy notice provides details of:• what information we have or will request from you• who will have access to it• what we will do with it• your data protection rightsYour participation in the event that this privacy notice applies to is completely voluntary. You do not have to proceed if you do not want to.Who is collecting this information?This information is being collected on behalf of:National Care Service ProgrammeSocial Care and National Care Service Development DirectorateThe Scottish GovernmentSt Andrew's House, Regent Road, Edinburgh, EH1 3DGTel: 0131 244 4000Why are we collecting this information?The Scottish Government is developing a National Care Service (NCS) for Scotland. Events and workshop sessions like this are an important part of this work, where we can hear people’s experiences of social care support, their views on the issues and uncover priorities emerging from the discussions.What information are we collecting about you?If you sign up for an event, you will be asked to provide the following information about yourself which will constitute personal data under the UK General Data Protection Regulation (GDPR).• name• email address• postal address• whether you are a wheelchair user or have mobility difficulties• whether you have any dietary requirements or allergies• whether you would benefit from a British Sign Language (BSL) interpreter• whether you would benefit from an Electronic Note Taker (ENT)• whether you need any other accessibility supportWe have asked for your name and contact details for the purposes of:• sending you information about the event you are interested in and confirming you want to take part• sending you a short feedback survey after the event which will help us improve how we deliver these kinds of sessionsIf you submit a claim for financial support or expenses to attend the event, then we will need to ask you for your:• name• email address• address• bank account detailsThis is to reimburse you for travel or other expenses. We will store this information in a secure, restricted folder and delete once the payment is made. If you require support in booking or claiming travel, we may need to ask for your phone number so a member of staff can contact you to help.We have asked whether you are a wheelchair user or have mobility difficulties so that we can arrange seating for your comfort.We have asked whether you have any dietary requirements or allergies so that we can inform the venue caterers.We have asked if you would benefit from a BSL interpreter or an Electronic Notetaker so that we can book interpreters and notetakers in advance of the event.We have asked whether you need any other accessibility support so that we can plan it in advance of the event.We will store this information in a secure, restricted folder and delete once the event is over.Filming and photography at the eventWe often film and take photographs at some of our events to support communications that illustrate the importance of the voices of lived experience.If you are not comfortable with being photographed or filmed, please ensure you speak to a Scottish Government official on the day to highlight this.Any images we capture as part of potential background filming and photography are designed to be taken in a generic way, with no specific focus on individuals. No personal details will be shared.Any photographs or background recordings will be stored in secure files on SG servers. The footage will be used for NCS content that will be shared online and on social media. The footage will be stored for no longer than necessary for its specified purpose. Only the NCS and social media teams within the Scottish Government will have access to the footage.Do I have to provide my personal data to you?You have to provide the information asked for so that we can contact you to confirm attendance and make sure you have all the information needed for the day.Legal basis for processing personal dataThe legal basis for processing this data is Article 6(1)(e) of the GDPR regulations: ‘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’. This is also known as ‘public task’.We are processing your personal data as it is necessary for the performance of a task in the public interest under s1A of the National Health Service (Scotland) Act 1978. This power enables the Scottish Ministers to do anything they consider likely to assist in discharging their duty to promote the improvement of the physical and mental health of the people of Scotland. This includes undertaking research and design with the public and organisations to understand their experiences of Health and Social Care services for informing the future design of the National Care Service.Who will have access to this information?Specific authorised officials within the Scottish Government will have access to this information. They are:• members of the Social Care and National Care Service Directorate• members of the Office of the Chief Designer TeamWho will we share your information with?We will share your dietary requirements with the venue to ensure that you are well catered for. We may share your information with members of staff within the Scottish Government Ministerial Private Offices.If you are attending the online forum, we may need to share your name and email address with the EICC staff for the purpose of digital access and digital breakout rooms.How will your data be used?Your personal data will be used solely for the purposes of:• arranging for your attendance at the event• capturing any feedback you have about the event itself.Will we send your information outside the UK?We have used Eventbrite to manage event registration. Eventbrite holds some information outside the EU. Data entered into Eventbrite is transferred to the United States, this is protected by the UK Extension to the EU-US Data Privacy FrameworkRead more about Eventbrite’s privacy policy.How long will we keep hold of your information?We will hold your information for long enough to run the event and process post-event feedback. We would expect this to be one year. If you would like to opt out of receiving information, please contact NCSCommunications@gov.scot.Data ControllerThe Scottish Government is the Data Controller. This means that it is the main decision-maker when it comes to how your personal information is handled and how it is kept safe.Contact details for Data Controller:St Andrew's House, Regent Road, Edinburgh, EH1 3DGE mail: ceu@gov.scotTel: 0131 244 4000Data ProcessorThe Eventbrite registration platform will process your personal data on behalf of the Data Controller (the Scottish Government).How we protect your dataWe have a duty to protect your personal data.We take care to ensure your personal information is only accessible to authorised people.The following security measures are in place to protect personal information:• all staff undertake mandatory training in data protection• compliance with our Information Security Policy• organisational policy and procedures on the safe handling of personal information• access controls and audits of electronic systemsData protection rightsData protection law gives you certain rights that you may exercise in respect of your own personal information. As stated above, the legal basis for processing your personal data is Article 6(1)(e) of the GDPR regulations, known as ‘public task’. You therefore have the following rights:1. The right to be informed about the collection and use of your personal data.2. The right of access to your personal data. You can request a copy of personal information we hold about you, by making a subject access request. This right always applies. There are some exemptions, which means you may not always receive all the information we process. We have published further information on this.3. The right to rectification. You can ask us to update our records if you believe that the data we hold is inaccurate or incomplete.4. The right to restrict processing. You can ask that we stop or restrict the processing of your information in certain circumstances.5. The right to object to the processing of your personal data in certain circumstances.6. Rights related to automated decision making including profiling.You are not required to pay any charge for exercising your rights. We have one month to respond to you. Please contact us at dpa@gov.scot if you wish to make a request, or contact our Central Enquires Unit on 0300 244 4000.How to complainData Protection Officer (DPO). If you have concerns about our compliance with data protection laws, please contact our Data Protection Officer in the first instance at DataProtectionOfficer@gov.scot or via our postal address (please mark the envelope ‘Data Protection Officer’). They will look into the concerns you have raised and provide the response.Information Commissioner’s Office (ICO). If you are not satisfied with the DPO’s response you have the right to lodge a complaint with the ICO. The ICO are the supervisory authority responsible for data protection in the UK. You can contact the Information Commissioner at:The Information Commissioner's Office – Scotland6th Floor, Quartermile One15 Lauriston PlEdinburghEH3 9EPTelephone: 0303 123 1115Email: scotland@ico.org.ukMore information is available on the ICO website. You can also report any concerns via the ICO website.Scottish GovernmentSeptember 2025