Rural and environmental science and analytical services: privacy notices and general data protection regulation

Privacy notice: Kinloch Castle Delphi study

About this privacy notice

This privacy notice explains how your personal data (e.g. any information that could identify you such as name and email address) collected for the purposes of this research will be used and handled. The Scottish Government is the “data controller” for this study, as Scottish Government researchers will be responsible for securely storing the data you provide and analysing it. You are being contacted about this study as we have identified you as an adult resident of Rum, or as a wider stakeholder with a relevant interest. 

Who we are

The Rural and Environment Science and Analytical Services Division (RESAS) is a Scottish Government department that is responsible for statistics and scientific, economic and social research on agriculture, food, environment and rural issues. 

We have been asked to carry out this research by Scottish Ministers, to reach consensus amongst Rum residents on an agreed list of conditions of sale for Kinloch Castle.

About the information we collect

If you agree to take part in the research, we will collect and process the following data about you:

• Contact details, including your name, address, email and telephone number; 
• Demographic information including your job role and place of residence; 
• Information you give in answering the surveys during rounds 1-3, relating to your views and opinions about potential conditions of sale for Kinloch Castle and its future.

The lawful basis for collecting and using your personal information

Participation in this research is voluntary, and you can withdraw at any time. The legal basis for processing personal data is the performance of a task carried out in the public interest. 

We are collecting this data in the performance of a public task, under Article 6(1)(e) of the Data Protection Act 2018 (DPA 2018), and in accordance with Section 4 of the Small Landholders (Scotland) Act 1911.

How we use your information

The information you provide in completing the survey will be analysed by Scottish Government researchers, and anonymously summarised in a written update following each round and in a final report. If you provide an email address, we will use this to send you the update on the previous round, and a copy of your survey answers, or to ask you for clarification if necessary. 

Your personal information will be anonymised. This means any information that can directly identify you, such as your name or contact details, will not be included in any reports. We will share the summary and final reports with policy, NatureScot and other stakeholders including Scottish Ministers to update them on research progress. We will not share not any of your personal data with these groups. Any quotes used will be anonymous. This information will be used for research purposes only and dealt with in accordance with data protection legislation.

Who we share your information with

We will not share your personal information with any other groups. We share the final report with all participants, a Research Advisory Group including policy and NatureScot officials, and an external academic who will peer review the research. It will then be published on the Scottish Government website. The research data and any quotes will be anonymised in this report. 

Your information is not shared outside of the UK.

How long we store your information

We will administer 2-3 surveys online, using Microsoft Forms. The survey data will be stored electronically on the Scottish Government’s electronic Record and Document Management system (eRDM) with access restricted to the internal project team. 

If we hold an in-person event, this will be recorded using a digital audio recorder and written notes will be taken during the session. These audio recordings will be also be stored securely on eRDM. They will be transcribed by an external transcription service and deleted once analysis is complete. We will retain your contact details, the survey data and any other information we collect until the project is complete. It will then be deleted within 6 months of the final report publication. The information will be stored on a secure server and in line with data protection legislation. 

Your rights in relation to your information 

You have the right to request a copy of the personal data that we hold about you. If you would like a copy of some or all of your personal data, you can find more information on how you can do this by visiting https://www.gov.scot/publications/subject-access-request-form/

We want to make sure that your personal data is accurate and up to date. You may ask us to correct or remove personal data you think is inaccurate.

Questions and complaints about how we handlle your information

If you have any questions about the research or a complaint about how we have handled your personal information, please get in touch with Emily Harris. 

If this does not resolve your complaint, you can contact our Data Protection Officer.

However, you also have the right to lodge a complaint about data protection matters with the Information Commissioner's Office.  

Address

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Telephone

0303 123 1113 (local rate) or 01625 545 745.

Website

You can also visit their website for more information

Data protection impact assessment

If you would like a copy of the related data protection impact assessment, please email Emily Harris.