The following statement from the Scottish Government outlines how your data will be used:
This privacy statement explains we collect and use personal information as a data controller for the following process: Island Issues Reporting.
Purpose of the processing
Your reporting and insights into the impact of disruptions on island communities are crucial sources of information to the Scottish Government as part of responding to disruptive events and developing a situational awareness of our island communities.
The information provided will to help inform responses to disruptions, the development of mitigations, and shaping longer-term plans for increasing resilience.
We will also process the contact information (e.g. your email address) which you provide with your report as this will be used by the Scottish Government to contact you, should further information be required, and to provide information on action taken by the Scottish Government.
Categories of information processed
If you submit a report through the Reporting Issues Affecting Islands template, the Scottish Government will need your contact information to contact you, should further information be required or to inform you how your report is being handled.
This will usually take the form of a name and email address. This is considered standard or normal category personal data.
Collecting and holding Personal Data
The Scottish Islands Federation will process the information and any personal data you provide. The Scottish Islands Federation can be contacted at:
Scottish Islands Federation
Isle of Eigg,
PH42 4RL.
info@scottish-islands-federation.co.uk
The Scottish Islands Federation processes any personal data you provide through the Reporting Issues Affecting Islands template, in line with the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA).
Personal data consists of data that relates to an identified or identifiable living individual.
The Scottish Islands Federation will store all information submitted in password protected files and may use anonymised information for reporting purposes.
The Scottish Islands Federation will not share your personal details with any other parties.
The Scottish Government will hold any personal data securely, will use it only for the purposes it was collected for and will only pass it to any third parties with your consent or according to a legal obligation.
Sharing your information
To help inform the response to and preparation for disruptive events, and the development of policy, the information provided through the Reporting Issues Affecting Islands template may be shared across Scottish Government, with the relevant Local Authority, and relevant agencies.
Legal basis for processing
Data protection law states that we must have a legal basis for handling your personal data. The legal basis for collecting, holding, sharing and publishing your personal data is that the processing is necessary for the performance of a task carried out in the public interest in accordance with Art 6(1)(e) UK GDPR and section 8(d) DPA (for normal category data).
The legal basis for processing your contact information
The legal basis for collecting and holding your personal data for the committee contact list is that it is necessary for the performance of a task carried out in the public interest, Art 6(1)(e) UK GDPR and section 8(d) of the Data Protection Act 2018 (DPA).
The task is to facilitate continued engagement of stakeholders with the Scottish Government in responding to disruptive events, and informing the development of policy which is part of the core function of the Scottish Government and the Scottish Islands Federation and is therefore a government department function in accordance with section 8(d) DPA.
Your rights
Data protection legislation sets out the rights which individuals have in relation to personal data held about them by data controllers. Applicable rights are listed below. You can exercise your data subject rights in particular circumstances depending on the purpose for which the data controller is processing the data and the legal basis upon which the processing takes place.
The following rights may apply:
Access to your information
You have the right to request a copy of the personal information about you that we hold.
Further information on how to make a data protection “subject access request”.
Correcting your information
You have the right to ask us to correct the personal data we hold about you. We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Objecting to how we may use your information
Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
- please note that the right to object to the processing of personal data does not apply where the data subject has consented to the processing, subject to the right to withdraw consent
- the right to object to the processing of personal data for the purposes of a public interest task is restricted if there are legitimate grounds for the processing which override the interest of the data subject
- the right of erasure and the right to object to processing of personal data do not apply where personal data is processed for the performance of a legal obligation. This will be considered on a case by case basis and depends on what personal data is involved and the risks further processing of that data could pose to you
Deletion of your information
You have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purposes for which it was obtained
- we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
- you have validly objected to our use of your personal information – see Objecting to how we may use your information above
- our use of your personal information is contrary to law or our other legal obligations
- please note that the right allowing for deletion or erasure of personal data (right to be forgotten) does not apply in cases where personal data is processed for the purposes of the performance of a task carried out in the public interest
- the right of erasure and the right to object to processing of personal data do not apply where personal data is processed for the performance of a legal obligation. This will be considered on a case by case basis and depends on what personal data is involved and the risks further processing of that data could pose to you
Restricting how we may use your information
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information, but you don’t want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Withdrawing consent to using your information
Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purposes for which consent was given.
Your right to complain
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. They will look into the concerns you have raised and provides the response.
If you are not satisfied with the DPO’s response 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. 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 availabe on the Information Commissioner’s website. You can also report any concerns via the Information Commisioner Officer’s website.
Contact information and further advice
If you have any further questions about the way in which we process personal data, or about how to exercise your rights, please contact the Scottish Government Islands Team at:
Islands Policy Unit
Scottish Government
Government Buildings
Tankerness Lane
Kirkwall
KW15 1AQ
Email: info@islandsteam.scot