National Care Service (NCS): privacy notices

Eventbrite: privacy notice

Who this notice is for

This privacy notice is for people attending the NCS National Forum 2024. It applies to people attending either online or in person.

Information about data processing

The 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 rights

Your 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 Programme
Social Care and National Care Service Development Directorate
The Scottish Government
St Andrew's House, Regent Road, Edinburgh, EH1 3DG
Tel: 0131 244 4000

Reason for 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.

Information we are 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 need a disabled parking space
• whether you have any dietary requirements or allergies
• whether you would benefit from a British Sign Language (BSL) interpreter

We have asked for your name and contact details for the purposes of:

• sending you future information about the event you are interested in and confirming you want to take part
• sending you information about other co-design sessions or events relating to the NCS that you might be interested in
• sending you a short feedback survey after the event which will help us continuously improve how we deliver these kinds of sessions

If 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 details

This 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 need a disabled parking space so that we can arrange to have spaces available.

We have asked whether you have any dietary requirements or allergies so that we can prepare suitable catering in advance of the event.

We have asked if you would benefit from a BSL interpreter so that we can book interpreters 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 event

We will be filming and taking photographs at some of our events to support communications that illustrate the importance of the voices of lived experience. This will take two forms:

• background filming and photography
• interviews and specific photography

We will include information about this filming and photography in the joining instructions for the forum. If you are not comfortable with being photographed or filmed, you can speak to a Scottish Government official on the day to highlight this.

Any images we capture as part of 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.

During the event, we may conduct interviews with service users and the social care workforce to learn about their experiences. You do not need to take part and we will only interview you with your permission. If you agree to be interviewed, the personal data that we will collect about you will include your name and contact details. We need this information to be able to communicate with you about your interview. We may also contact you at later date to ask if you want to provide further update on your experiences since you were first interviewed.

During the interview, photographs, video and audio recordings of you will be captured. At the beginning of your interview, we will ask you for permission to record your interview and to use the content for future videos and/ or still images. You have the right to withdraw your consent at any time by emailing NCScommunications@gov.scot

Throughout the course of the interview it is possible that you will disclose special category data as part of the conversation. This could be in regards to your health, sexuality etc. This will be gathered under Article 9(j) – Archiving, Research & Statistics (for Public interest).

Read more about special category information.

First names and, if appropriate, job titles will be displayed on final versions of the films to identify you and allow the viewer to understand where your insight has come from.

The recordings will be stored on hard drives kept in a locked room on Scottish Government premises.

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 video teams within the Scottish Government will have access to the footage on the hard drives.

Providing personal data

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 data

The 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.

Access to this information

Specific authorised officials within the Scottish Government will have access to this information. They are:

• members of the National Care Service Programme Team
• members of the Office of the Chief Designer Team

Information sharing

We will not share your information with anyone other than the authorised people listed above.

How we will use your data

Your Personal Data will be used solely for the purpose of arranging for your attendance at one of the events, let you know about other events you may be interested in, and to capture any feedback you have about the event itself.

Sending your information outside the UK

We will not transfer 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 Framework.

Read more about EventBrite’s privacy policy.

How long we keep hold of your information

We will hold your information for long enough to run the event and process post-event feedback and to inform you about the next annual forum. We would expect this to be one year. If you would like to opt out of receiving future information, please contact NCScommunications@gov.scot

Data Controller

The 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:

St Andrew's House, Regent Road, Edinburgh, EH1 3DG
E mail: ceu@gov.scot
Tel: 0131 244 4000

Data processor

The Eventbrite registration platform will process your personal data on behalf of the Data Controller (the Scottish Government).

How we protect your data

We 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 systems

Data protection rights

Data 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. Read further information about making a subject access request.

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 complain

Data 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
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 08456 30 60 60
More information is available on the ICO website. You can also report any concerns via the ICO website.
Scottish Government
August 2024

Please contact NCScommunications@gov.scot if you need this document in a different format. For example, easy read, audio or large print.