Privacy Statement

 

This is the website of EventScotland.

Our pledge to you

  • is to hold your data securely;
  • share only where you agree;
  • use your data to tailor the information we provide you and improve our services;
  • put you in control by allowing you to update, delete and access your data.

 

Sections

  • 1. Who are we? 
  • 2. What personal information will EventScotland collect about me?
  • 3. When you use our digital services

                    website

  • 4. When we send you Quarterly Review and Annual Review in the post
  • 5. When you provide personal data

                    make a funding enquiry

                    make a partner programme enquiry

                    request e-newsletters

                    contact us

                    complain

  • 6. When you use affiliate services like Facebook to interact with us

                    forms on social media

  • 7. When you sign a supplier agreement
  • 8. When you sign a sponsorship agreement
  • 9. When you sign a grant agreement
  • 10. Joining data and profiling
  • 11. Your rights
  • 12. Access to personal information
  • 13. Links to other websites
  • 14. Changes to this privacy policy
  • 15. How to contact us

 

1. Who are we?

 This policy covers how we (EventScotland) collect, use, disclose, transfer and store your data.

 EventScotland is working to make Scotland the perfect stage for events.

With partners our aim is to raise Scotland's reputation as the perfect stage by supporting and securing a portfolio of events and developing the industry.

Our website (www.eventscotland.org) provides advice on funding opportunities, access to resources and information about EventScotland and Development teams which sit within VisitScotland Events Directorate, alongside Business Events.

This privacy policy covers how we handle personal data within EventScotland and on this website.  

2. What personal information will EventScotland collect about me?

This privacy policy tells you;

  • • the information we collect (personal or not)
  • • why we collect it
  • • how long we store it
  • • our legal basis for processing your personal data
  • • who if anyone we disclose your personal data to
  • • your rights and how you can see, update or delete your personal data

To make it easy to understand what data we collect about you we have grouped this policy into how you and others get information from us/ interact with us;

  • our digital services.  This includes our website and apps, managed by us.
  • Services we use to communicate like social media 
  • contact us directly, via email, phone, letter.

3. When you use our digital services

Website

Website Analytics

We use website log files, Cookies, digital analytics (Google) and heat mapping software, to gather information about how people use this site (www.eventscotland.org)

We do not collect or store your personal information (e.g. your name or address) in our website analytics.  However, we can recognise that behaviours belong to a single person.  The information collected helps us investigate whether each website meets its users’ needs as well as to evaluate how each website can be improved. We store information about what pages you visit, how long you are on the site, how you got here and what you clicked on.  

If we were ever to obtain your personal data via the routes in this policy, we may combine website analytics data with your personal data.  For more information please see the section on Joining data and Profiling [add link to section].

Website log files collect your IP address, when you visited the site and the pages you visited. IP address is a numeric code assigned to a device based on your geographical location.  If for example you are in Edinburgh your IP address will be the same as other users accessing the internet from Edinburgh.

Cookies are small text files which are delivered onto your computer by websites that you visit. Our use of cookies is integral to both the current visitor experience and how we shape and grow our web-based services in the future.  You can read more about how we use cookies on our Cookies page

When enabled heat mapping software will record mouse clicks, mouse movements, scrolling activity.  It logs that you entered text but not the information entered.   This software uses Cookies. You can read more about how we use cookies on our Cookies page. 

Digital Analytics & Doubleclick

Digital analytics tools such as Google Analytics and DoubleClick may be used to record anonymous user’s interaction with EventScotland websites. This data may then be used to retarget users through advertising on other websites, therefore an individual’s behaviour on one of our websites may result in them being retargeted with advertising related to the pages they visited or actions they took on the site.

You may opt out of the DoubleClick cookie by visiting the Google advertising opt-out page or You may opt out of our use of Analytics by visiting the Google Analytics Opt-out page.

Remarketing/ Remarketing Lists for Search Ads (RSLA) 

Third party vendors, including Google, use cookies to serve ads based on a user's prior visits to the EventScotland website.

We may also use Cookies to serve ads based on a user's prior visits to our website, as well as to develop remarketing lists for customised campaigns (Remarketing Lists for Search Ads).

Users may opt out of Google's use of cookies by visiting the Google advertising opt-out page. In addition, you may also opt out of third party vendor's use of cookies by visiting the Network Advertising Initiative opt out page.

4. When we send you our printed newsletter and Annual Review in the post

We may provide a ‘printed newsletter’ four times a year by post. The purpose of the ‘printed newsletter is to raise awareness of the work we do, inform you of funding and development opportunities, and to promote funded events.

 The other printed publication we provide in the post is the ‘Annual Review’. We send this once a year. This is a summary of all the accomplishments EventScotland and partners have carried out during the year.

In order to provide these, we need your name and postal address. The legal basis for processing is legitimate interest.  When you let us know that you wish to no longer receive a newsletter in the post, we will document this, and no longer send them to you.

However we may continue to hold your contact details if you are a EventScotland stakeholder.

5. When you provide personal data

Funding enquiry

If you want to obtain funding from EventScotland for an event, you can make a funding enquiry. To do this, you complete an online form.

We will ask you for information about the event itself. However we will also need personal details of the main contact. This will include forename, surname, email address and telephone number.

Once this online form is completed, the information is sent via email to a member of EventScotland staff who will ensure your request is sent to the appropriate person.

We will retain your personal details and request until we have responded to your request, or, if we provide funding, for the appropriate length of time that financial legislation requires.

The legal basis for holding your details and providing a response is consent. Consent has been implied by you completing the form.

The legal basis for holding your details to provide funding for your event is legislation. We will retain for as long as the relevant legislation requires.

Partner programme enquiry

Event and festival organisers are invited to join the celebrations for Scotland’s Themed Years by submitting their event to the dedicated Themed Years Partner Programme. This is a non-funded opportunity to align your event with the year and to benefit from a listing on VisitScotland.com’s events page as well as potential inclusion in VisitScotland promotional activity. If you would like to join the Partner Programme you can complete the relevant online form on our website.

We will ask you for information about the event itself. However we will also need personal details of the main contact and event organiser. This will include forename, surname, email address and telephone number.

Once this online form is completed, the information is sent via email to the appropriate person at EventScotland.

We will retain your personal details and request for 5 years in case we can provide assistance with any events you may organise in the future. After this we may anonymise the data for performance monitoring and statistical analysis.

The legal basis for holding your details and providing a response is consent. Consent has been implied by you completing the form.

 Request e-news

We produce an e-news. To provide this, we request contact details such as forename, surname, email address and telephone number.

We only collect this data when we have your consent. We retain it on a secure database. 

You can unsubscribe from our e-news at anytime by clicking on the ‘unsubscribe’ link within the e-newsletter you received and we will no longer send these to you. We may continue to hold your contact details however, if you are an EventScotland stakeholder.

Contact us

If you want to find out any information from EventScotland, you can complete an online contact form. We will retain your query and our response to it for as long as the business issue remains. After this, the information will be confidentially destroyed.

However if you are an EventScotland stakeholder we will continue to hold onto your contact details.

Complaints

When you make a complaint to us, you can do so via an online form, email, telephone, letter or at an event. The complaint is logged on a system called Vivantio. Once a complaint is been created in Vivantio, an email is sent to the EventScotland Customer Feedback Mailbox, where a VisitScotland complaints officer will review and respond to it.

A complaint can be made anonymously. However if you do provide personal data, we request your full name and address. We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

By giving us your personal data you consent to us processing it.  We retain personal data obtained from complaints for 5 years and then confidentially destroy it.

 6. When you use other services (like Twitter) to interact with us 

 When you use a social media platform, details about how your personal information is held, is described within the relevant social media policy, such as Twitter, Linked In or Facebook.   

Forms on social media

 We use a third party provider, to manage our social media interactions.

If you send us a private or direct message via social media the message will be stored by our provider for 3 months and then confidentially destroyed. It will not be shared by any other organisations.

Our legal basis for processing this information is consent. This is implied when you decide to follow us.  

7. When you sign a Supplier Agreement 

 EventScotland arranges supplier agreements to assist with the organisation, development, promotion and staging of an event.

Personal data we may collect include contact details, bank details and signatures.

The legal basis for retaining this information is contract. We retain this agreement for 7-10 years after the end of the contract. After this, any business contact details will be confidentially destroyed. Contracts may be anonymised for performance monitoring and statistical analysis.

We keep an electronic copy of the agreement and relevant documentation in secure folders and a database. The paper version of the agreement contains the original signature and is considered the master copy. This is stored in a secure cabinet to which only relevant staff have access.  

8. When you sign a Sponsorship Agreement

EventScotland arranges sponsorship agreements with partners for sponsorship rights to an event. 

Personal data we may collect include contact details, bank details and signatures.

The legal basis for retaining this information is contract. We retain this agreement for 7-10 years after the end of the contract. After this, any business contact details will be confidentially destroyed. Contracts may be anonymised for performance monitoring and statistical analysis.

We keep an electronic copy of the agreement and relevant documentation in secure folders and a database. The paper version of the agreement contains the original signature and is considered the master copy. This is stored in a secure office o which only relevant staff have access.  

9. When you sign a Grant Agreement

 EventScotland arranges grant agreements with event organisers and partners to assist with the financial management, organisation, development, promotion and staging of an event.

Personal data we may collect include contact details, bank details and signatures.

The legal basis for retaining this information is contract. We retain this agreement for 7-10 years after the end of the contract. After this, any business contact details will be confidentially destroyed. Contracts may be anonymised for performance monitoring and statistical analysis.

We keep an electronic copy of the agreement on a secure database. The paper version of the agreement contains the original signature and is considered the master copy. This is stored in a secure cabinet to which only relevant staff have access.  

10. Joining data and profiling

We want to provide the best possible service to you.  To achieve this we, where possible, join anonymous and personal data.

When you provide personal data via a form on the website, we collect a unique ID assigned to you by Google.  We use this to combine your personal information with information from Google. The information we collect from Google includes how you reached our website and your behaviour whilst on the site. This applies to visits where you submit a form, previous and future visits, if available. 

We may use this information to improve our service to you and to tailor the information we provide in future.  We may also use it to understand the success of our marketing and make improvements to our services overall.  Personal data is stored for as long as the purpose intended (see ‘When you provide personal data’).

Profiling is defined as under the General Data Protection Regulations as the automated processing of personal data to evaluate certain things about an individual.  Profiling can be part of an automated decision-making-process.  Automated decision-making is making a decision solely by automated means without any human involvement. 

We may use these techniques to make the information in our emails, website or app more relevant to you.  We therefore process this data in your legitimate interest.  If you do not want us to use your data in this way, please email information@eventscotland.org. Likewise if you would like to see the data that we use for this purpose contact us.

11. Your rights

 Under the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ .

12. Access to personal information

ES tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making an ‘right of access’ request under the General Data Protection Regulations. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.
  • 13. Links to other websites

 

This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

14. Changes to this privacy policy

We keep our privacy notice under regular review. This privacy notice was last updated on 2 May 2018.

Since this policy is under regular review, you may wish to check it each time you submit personal information. If you do not agree to these changes, please do not continue to use EventScotland websites to submit personal information. If material changes are made to the Privacy Policy, for instance affecting how we would like to use your personal information, we will provide a more prominent notice.

You can access this policy at any time through the link at the bottom of our websites and from any e-newsletters you are subscribed to.

15. How to contact us

 ES tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice does not provide exhaustive detail of all aspects of ES’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

5th Floor, Ocean Point One,
94 Ocean Drive
Edinburgh

EH6 6JH

Footer-logos
Sign up to receive e-newsletters