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The Promise Scotland Ltd – (Non-Worker) Privacy Notice

The Promise Scotland is providing you with this Privacy Notice to comply with data protection law to ensure that you are informed and that we are transparent about how we collect and use your personal information (data).

The Promise Scotland is the ‘Controller’ and is responsible for looking after the personal data that you provide. Our registered address is:

​​The Promise Scotland
​C/O Brodies LLP
​Capital Square
​58 Morrison Street
​Edinburgh, EH3 8BP​

For any queries or concerns about how your personal data is being processed (used), please contact dataprotection@thepromise.scot.

Processes

This Privacy Notice relates to the following processes:

  • ​​Administration and management of The Promise Scotland (website and resources)
  • ​Administration of the Plan 24-30 website.

Your personal data will be used for the following purposes:

  • ​​​Communicating with you where you have contacted us by email or via one of our websites including Plan 24-30, The Promise Scotland’s website and the Independent Care Review’s website
  • ​Sending out surveys so we can learn about your experiences of working with us to improve our services
  • ​Administration of event registrations & billing
  • ​Sending you The Promise Scotland Newsletter / information about other opportunities and activities offered by The Promise Scotland where you have signed up to our mailing list

Our lawful basis for using the personal data is:

  • Public task: to administer the website, manage event registrations and to respond to communications from you.
  • Legitimate interests: for the use of surveys. The personal data collected is necessary to allow us to learn about your experiences of working with us so we can improve our services.
  • Consent: where you have signed up to our mailing lists to receive newsletters (listed above) and other marketing communications.

Categories of personal data collected

Communications

​We collect personal data when you enquire about our services on the phone, by email, or through our website. This may include:

  • ​Name
  • ​Email address
  • ​Phone number
  • ​Organisation name
  • ​Organisational role
  • ​Any supplementary information you choose to submit.

​Surveys

​Personal data we request when you complete one of our surveys:

  • ​Name
  • ​Email address
  • ​Organisation Name
  • ​Organisation Role and Function.

​Websites

​The Promise Scotland website and the Plan 24-30 website use Matomo to collect standard internet log information and information about how you use the site. This includes:

  • ​Which web browser you are using
  • ​The pages on our website that you visit
  • ​The address of the website that you reached us from, including search terms used
  • ​Cookie data used to distinguish one user from another
  • ​IP addresses, with two bytes anonymised.

​Events

​Personal data we collect when you organise or register for an event:

  • ​Name
  • ​Email address
  • ​Phone number
  • ​Address
  • ​Job title
  • ​Organisation
  • ​Dietary requirements
  • ​Accessibility requirements

If you provide feedback / testimonials about your experience of engaging with The Promise, these may be published on our website with your permission and will be anonymised as required.

We do not ask you to provide special category (sensitive) personal data.

We also collect statistical information, such as the number of participants using The Promise resources, attending events/activities, and the number of events/activities delivered. This does not include the monitoring of participants or collection of personal data.

Sharing your personal data

Your personal data may be shared with the following recipients:

  • ​Your employer/organisation e.g. when you have booked a place on an event with us
  • ​Contracted third parties who deliver ICT services and software, including:
  • ​Tractivity – Stakeholder Management System
  • ​Microsoft - software including email, Teams, Forms and other Microsoft 365 services
  • ​Matomo – website hosting services
  • ​Eventbrite – event management
  • ​Mailchimp – bulk communications services ​

Your personal data will not be sent out of the UK.

The processing of your personal data does not involve automated decision making.

Retention period

Your personal data will be retained for the following length of time:

  • Communications: two calendar years
  • Matomo: two calendar years
  • Surveys: two calendar years
  • ​Feedback: two calendar years
  • ​Events information: two calendar years
  • ​Mailing lists: until user opt-out
  • Design School applicant information: Until the end of the Design School session applied to
  • Design School user information: two calendar years​

Your rights under Data Protection Law

  • The right to be informed (this is the Privacy Notice)
  • The right to access your personal data
  • The right to rectification if the personal data we hold about you is incorrect
  • The right to restrict processing of your personal data.

In addition, the following rights apply only in certain circumstances:

  • The right to withdraw consent at any time if consent is our lawful basis for processing your data
  • The right to object to our processing of your personal data
  • The right to request erasure (deletion) of your personal data
  • The right to data portability
  • The right not to be subject to automated decision-making including profiling.

For more information about your rights please see www.ico.org.uk

Contact us

If you have any issues about this notice or the way we have handled your personal information, please contact our Data Protection Officer at dataprotection@thepromise.scot in the first instance.

Complaints to Information Commissioner’s Office (ICO)

If you are dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office about our handling of your personal data:

https://ico.org.uk/make-a-complaint/

Telephone helpline: 0303 123 1113

This version of the privacy notice was published on September 9 2024.