Scotland Heat Map: contact details privacy notice

We collect contact details, including names and e-mail addresses, from individuals working for organisations which have been given access to data from the Scotland Heat Map through data sharing agreements. We also collect contact details, including names and email addresses, for individuals who have requested access to Scotland Heat Map data either by contacting us directly or by completing the data sharing request form available on the Scotland Heat Map information page of the Scottish Government website. Requests for access to heat map data may also include contact details for individuals requiring access to the data in addition to the person submitting the request. Business e-mail addresses where an individual can be identified from the address (e.g. firstname.lastname@company.com) are considered to be personal data under the UK General Data Protection Regulation.

In addition, we also collect contact names and email addresses from stakeholders who have informed us that they would like to be kept up to date on Scotland Heat Map developments, the online version of the heat map, new data releases and other aspects of the work. This includes where users and other interested parties have provided an email address through online survey questionnaires when asked if they would like to be kept informed.

Why we need your personal data

In the case of an individual or an organisation we are sharing data with, we require your contact details/contact details for at least one individual within your organisation in order to be able to provide you/your organisation with access to the Scotland Heat Map dataset through our online file transfer service. We also require the contact details of the individual with responsibility for the shared data in your organisation. This is to get them to sign the data sharing agreement under which we provide you with data and also to allow us to contact them about matters relating to the data sharing agreement. Providing contact details for additional individuals within your organisation will allow us to keep all relevant parties informed of updates to the Scotland Heat Map, errors, corrections, future plans and any other developments.

We also offer users and other interested parties the opportunity to keep up to date on Scotland Heat Map releases and other developments by providing us with an email address to be included on a wider Scotland Heat Map distribution list or an email distribution list for news about the Scotland Heat Map Interactive website (the publicly accessible online version of the heat map). This includes stakeholders who have provided their email address in response to online surveys conducted by the heat map team.

What we do with your personal data

If you are your organisation’s designated contact (or one of them) for downloading heat map data, your name, organisation, and e-mail address will be used to provide you with access to our online secure file transfer service, Objective Connect.

We may use email addresses provided through data sharing agreements to keep you informed of the release of updates to the heat map; errors or corrections; future plans; and other developments relating to the map or the data it contains. We may also, on occasion, use your email address to ask about your use of the heat map, for feedback, for assistance with validating data and to request data from your organisation.

If you have indicated to us that you would like to be included in our wider distribution list or our online heat map distribution list, we will use your email address to keep you informed of the release of updates to the heat map, errors or corrections, future plans and other developments relating to the map or the data it contains. We may also, on occasion, use your email address to ask about your use of the heat map, for feedback, for assistance with validating data and to request data from your organisation.

In the case of contact details provided in data sharing agreements, we will, on occasion, share your details, usually email address but in some cases telephone number if you have provided one, with colleagues within the Scottish Government and other organisations where their work relates to the heat map and they have a need to contact you or your organisation to inform you of policy developments and other matters relating to the Scotland Heat Map.

Additionally, for public sector contacts provided through the Scotland Heat Map Public Sector Data Sharing Agreement (PS-DSA):

If we are contacted by an individual or organisation with queries about the heat map in your area, including requests for access to heat map data for the area covered by your organisation, we may give them your email address. This will usually apply if you are your organisation’s designated heat map or GIS lead contact but if no-one has been designated as one of these leads then an alternative contact would be provided.

Your rights

You have a right of access to any personal data we hold about you, by making a Subject Access Request (SAR).

In addition, if you believe that the data we hold is inaccurate or incomplete you can ask us to update our records. If you are unhappy with the way in which we process your personal data you can request that we stop or restrict the processing we complete using your personal data or ask us to delete the personal data we hold about you.

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.

Find out more about your rights on the Information Commissioner's Office website.

In some circumstances we may not be able to comply with your request. This is because some of these rights are conditional and can only be applied in certain circumstances and/or where there is no compelling reason to continue to process your personal data.

Contact:

Data Protection Officer

Victoria Quay

Commercial Street

Edinburgh

EH6 6QQ

Email: DataProtectionOfficer@gov.scot 

Complaints

If you feel we have been unable, or unwilling, to resolve your information rights concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). The ICO are the supervisory authority responsible for data protection in the UK.

For further information, including independent data protection advice and information in relation to your rights, you can contact the Information Commissioner at:

The Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 08456 30 60 60

Website: www.ico.gov.uk

You can also report any concerns using the ICO website.