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Privacy Notice

Date last updated: 18 June 2020


We are committed to safeguarding the privacy of our website visitors. In this Privacy Notice we explain how we will handle and use your personal information.

To help clarify some of the wording, a ‘Definitions’ Section is located at the bottom of this Privacy Notice.

For the purposes of Data Protection Laws, we will be the controller of your personal information and will comply with the Data Protection Laws when handling and using your personal information.

What personal information do we collect about you?

We may collect, store and use the following kinds of personal information about you:

- Information about your computer and about your visits to and use of this website including your IP address, browser type and version, operating system, referral source, length of visit, page views and how you navigate our website

- Information that you provide to us including your name and email address to receive email notifications of newsletters and/or other information from one or more of the following mailing lists located on our website:

Creative Scotland Newsletter

Research Round Up

Artworks Scotland

Youth Music Initiative

- Information that you provide to us when using the above services on our website, or that is generated in the course of the use of those services including the timing, frequency and pattern of service use

- Information contained in or relating to any communication that you send to us or send through our website including the communication content and metadata associated with the communication

- We may obtain certain personal information about you from other sources (including those outside of our organisation) which may include our suppliers and our clients. The third parties that may send us personal information about you include:


Crowdfunder – if you enter the Crowdfund Creative Scotland competition, we will receive your contact information from Crowdfunder. If your application is successful, we will have access, through the Crowdfunder website, to content used for your project which may include photos, videos and written pitch.


FindMyBusiness - if you submit an enquiry through FindMyBusiness relating to one of the funds that we provide, we will receive a copy of your enquiry from FindMyBusiness in order to respond.

What do we use your personal information for?

We will use the personal information that you provide to us and personal information we may receive from third parties to:

- Administer our website and carry out our functions as a Scottish public authority;

- Personalise your experience of using our website;

- Allow you to use the services available on our website;

- Send you email notifications that you have specifically requested;

- Send you our email newsletter, if you have requested it (you can unsubscribe at any time if you no longer wish to receive the newsletter);

- Deal with enquiries, data protection rights requests and complaints made by you;

- Keep our website secure and prevent fraud;

- Contact you by telephone or email regarding your Crowdfund Creative Scotland crowdfunding campaign; and

- Promote information about you and your Crowdfund Creative Scotland campaign on https://www.creativescotland.com and Creative Scotland’s social media accounts e.g. Twitter.

Who do we share your personal information with?

We may share your personal information with our insurers, professional advisers, agents, suppliers or subcontractors if we need to for any of the above purposes.

We may also share your personal information:

- Where the law requires us to;

- For any court proceedings in which we are involved;

- To protect our legal rights; and

- For the purposes of fraud prevention.

What about IP Addresses and Cookies?

To find out how we handle and use IP addresses and cookies, please view our Cookies page.

What is our legal basis for handling and using your personal information?

Data Protection Laws require us to have a legal reason for handling and using your personal information:

Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010;

Consent - if you are 12 years of age and above, by providing any personal information to us when communicating through the website services e.g. registering to receive Scotland + Venice information and accepting cookies, you give your consent for us to handle and use your personal information for the above purposes. Your consent will be our legal reason for the purposes of complying with the Data Protection Laws.

If you are under the age of 12 years, you will need ask your parent(s) or guardian(s) to register and / or communicate through the Scotland + Venice website on your behalf or for them to provide Creative Scotland with their consent for you to communicate with us through the Scotland + Venice website.

If you provide us with personal information relating to a person of 12 years of age and above, you confirm that you have informed them of our identity, the content of this Privacy Notice and that they have provided their consent to their personal information being handled and used by us for the above purposes.

If the other person whose personal information you provide to us is below 12 years of age, we will require verifiable parental consent before we will handle and use such personal information about that person.

In both of these circumstances, that person's consent or parental consent, as the case may be, will be our legal reason for the purposes of complying with the Data Protection Laws; and

Legitimate Interest(s) - a legitimate interest is when Creative Scotland, or a third party on Creative Scotland’s behalf, have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of Creative Scotland’s business operations, including:

-  Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;

-  System development and enhancement;

-  Record management arrangements; and

-  Ensuring we are able to keep up to date with our contacts and developments in their organisations.

How long will we keep your personal information?

We will keep mailing list personal information for as long as you wish to continue to receive information from us. If you no longer wish to receive information from us you can unsubscribe from communications at any time. We hope you continue to enjoy receiving the information we send you. However, if you have not accessed any of our emails for a period of one year, we will remove your details from our mailing list(s).

We will keep personal information received from third party sources, enquiries, data protection rights requests and complaints communications (received via email(s) and/or online contact form) containing personal information:

- Where the law requires us to and in line with our retention arrangements;

- If the personal information is relevant to any court proceedings in which we are involved;

- To protect our legal rights; and

- For the purposes of fraud and credit risk prevention.

Do we send your personal information outside the European Economic Area?

We will comply with Data Protection Laws if handling and using your personal information in accordance with this Privacy Notice requires us to transfer your personal information to organisations in countries outside the European Economic Area.

Where your personal information is transferred outwith the EEA, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.

Website mailing lists – CS uses a third party service to support CS’s email, marketing and customer engagement service to deliver communications and newsletters e.g. Creative Scotland’s Newsletter, Research Round Up, Artworks Scotland and Youth Music Initiative. The third party service complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States and has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. Your personal information may be stored and processed in any country where the third party service has facilities or service providers. The third party service’s entities operate under Standard Contractual Clauses and applicable measures of the GDPR providing protections and safeguards for cross-border transfers.

How will we keep your personal information secure?

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information and will store your personal information on secure servers.

Please be aware that sending information over the internet is inherently insecure, and we cannot guarantee the security of your personal information if you send it to us over the internet.

What rights do you have in relation to the personal information that we handle and use about you?

You have the right to:

- Receive transparent information e.g. this Privacy Notice

- Access personal information – you have the right to request access to personal information held about you and can do this by contacting our Data Protection Officer (contact details are provided below)

- Erase personal information – you can either request that your personal information be removed or you can unsubscribe from communications

- Rectify inaccurate or incomplete personal information – you can request your information to be updated

- Restrict personal information while, for example, a request for rectification of inaccurate or incomplete personal information is being reviewed by us

- Object to our handling and using of your personal information in defined circumstances

Information about other individuals

If you provide Creative Scotland with content, materials, information that contains personally identifiable information about other individuals, you must comply with Data Protection Laws when providing their personal information to Creative Scotland.

What about links to third party websites?

Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of such third parties.

Changes to this Privacy Notice

Any changes we may make to this Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. The date last updated should be visible at the top of this Privacy Notice.

Making a complaint

If you have any concerns with how we have handled and used your personal information, you should contact our Data Protection Officer in the first instance, as we would welcome the opportunity to work with you to resolve any complaint.

The contact details for our Data Protection Officer are as follows:

Data Protection Officer
Creative Scotland
2-4 Waterloo Place

Telephone: 0330 333 2000
Email: dataprotection@creativescotland.com

If you are still dissatisfied, you can submit a complaint to the Information Commissioners Office (ICO) either by telephone or by completing an online form. The ICO’s contact details are as follows:

Telephone: 0303 123 1113
Website link: https://ico.org.uk/concerns/


We, Us, Our: Creative Scotland

You, Your, Yourself: means the living individual who the personal information is about

Access to Information Laws: includes the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004 and any legislation supplementary thereto introduced in Scotland

Data Protection Laws: includes the Privacy and Electronic Communications (EC Directive) Regulations 2003; any legislation implementing the Privacy and Electronic Communications Directive 2002/58/EC of 12 July 2002; the General Data Protection Regulation (EU) 2016/679 of 27 April 2016 (GDPR); and any legislation supplementary to the GDPR introduced in the United Kingdom, including the Data Protection Act 2018

Controller: determines how and why personal information is handled and used

European Economic Area: means the Member States of the European Union, Iceland, Norway and Lichtenstein

Personal Information: means information relating to a living individual who can be identified