Application Deadline:
Friday 20th July 2018

Winners Announced & Awards Presentation:
Tuesday 6th November 2018

Privacy Policy

 

Introduction

Social Enterprise Scotland (“we”, “our”, “us”) respects the privacy of our Award applicants and recognises the need for appropriate protections and management of your personal information.  This policy sets out what personal information we collect, how we will treat it and how we will keep it protected in compliance with our legal obligations.

This privacy notice applies to our Social Enterprise Awards Scotland website https://socialenterpriseawards.scot/ (“our website”).

It is important that you read this privacy policy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.  This privacy notice supplements the other notices and is not intended to override them.

Who are we?

We are the controller for the purposes of data protection legislation in respect of the personal information that we hold about you.  If you have any questions, comments or requests regarding your personal information you can contact us at Social Enterprise Scotland, Thorn House, 5 Rose Street, Edinburgh, EH2 2PR, by email to admin@socialenterprise.scot or by calling us on 0131 243 2650.

If you are unhappy with how we handle your personal information, you can contact us and / or notify the Information Commissioner’s Office (ICO) by calling their helpline on 0303 123 1113.

Your personal information – what is it?

Personal information relates to a living individual who can be identified from that information, either by that single piece of information or by combining it with another piece of information that we hold or might hold in the future. Personal information could include things like your name, address, email address or internet protocol (IP) address.

How and why do we collect your personal information?

The type of personal information we collect depends on what you do when you visit our website and the outcome of your Awards application.

Information you provide to us How we collect it and how long we retain it Legal Basis
(i) If you or your organisation applies for the Social Enterprise Awards Scotland:
Information you provide to us:
Name, job role, email address, telephone number, correspondence address, any other personal information you choose to provide to us in support of your application
We collect this information in order to carry out our social enterprise awards process. We may use the information provided to contact you to ask for or provide you with information in relation to your application. The information you provide may be released publically in connection with our awards.

We will retain this personal information for 6 months if the nomination is unsuccessful and 18 months if the nomination is successful.

We will only process this information where you have given us your consent to do so. We will ask for your consent in the “Declaration Statement” when you submit the application form to us.

Each time we email you, we will provide you with the option to opt out of receiving further correspondence of this nature from us.

(ii) If you or your organisation applies for the Social Enterprise Awards Scotland and gives us consent to contact you for marketing purposes in relation to services and events:
Information you provide to us:
Name, email address, phone number, correspondence address
Where you have provided us with your consent to do so, we will use this information to contact you for marketing purposes in relation to services and events.

Where you have provided us with consent to process this information, we will retain this information for a period of 24 months after which time we will ask you to renew your consent to allow us to continue processing your information.

We will only process this information where you have given us your consent to do so. We will ask for your consent in the “Declaration Statement” when you submit the application form to us.

Each time we email you, we will provide you with the option to opt out of receiving further correspondence of this nature from us.

(iii) If you or your organisation is the winner of an award at the Social Enterprise Awards Scotland:
Additional information we collect:
Photographs of Award Winners will be taken at the Social Enterprise Scotland Awards Reception
This information will be displayed on Social Enterprise Scotland’s websites and other marketing materials for a period of 24 months after which it will be deleted. We process the information on the basis of our legitimate interests, our legitimate interests being promotion of our awards and the individuals and organisations nominated.
(iv) If you visit our website irrespective of whether you apply for the Social Enterprise Awards Scotland or not:
Information we collect about you:
When you use our website http://socialenterptiseawards.scot (“our website”) we will collect information about you through our use of cookies.

Our website uses cookies set by the site itself, as well as by Google applications and Google Analytics. This technical data includes details of your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.

For further details, please see our cookies policy:
https://socialenterpriseawards.scot/cookie-policy/

Our website uses cookies to track your visit to the site, to maintain security and to help us enhance and improve the site.

For further details, including how long we retain this information for, please see our cookies policy:
https://socialenterpriseawards.scot/cookie-policy/

We only use cookies where you have provided your consent for us to do so.

 

Providing us with personal data of third parties

Where you provide us with personal data relating to third parties, you must ensure the third party consents to you providing us with this data and is provided with the information contained in this privacy notice explaining how we will use their personal data and the rights they have in respect of this.

Your duty to inform us of changes

It is important that the personal data we hold about you and others is accurate and current. Please keep us informed if personal data changes during your relationship with us.

Disclosure of your personal information

We share your personal information with the following third parties:

  • MailChimp – MailChimp provide marketing automation service. We will provide MailChimp with your email address to enable MailChimp to send out our email communications.
  • SurveyMonkey – SurveyMonkey provide online survey software. We will provide SurveyMonkey with your email address to enable SurveyMonkey to contact you in relation to surveys which we wish to conduct.
  • Google – we use the Google services Gmail, Google Groups, Google Drive and Shared Contacts for Gmail – our email service, storage of contact details and data storage are hosted by Google. Personal information which is transmitted to or by us by email will therefore be hosted by Google.
  • Backupify – Backupify provides data backup services and backs up the data held on Google.
  • Social Enterprise Awards Scotland Judging Panel – applications from organisations and individuals who are short-listed in the Social Enterprise Awards Scotland will be shared with members of the Social Enterprise Awards Scotland Judging Panel
  • Social Enterprise UK – applications from organisations and individuals who are winners in the Social Enterprise Awards Scotland will be shared with Social Enterprise UK for the purposes of the UK Social Enterprise Awards and their Privacy Notice can be viewed here.
  • UK Social Enterprise Awards Judging Panel – applications from organisations and individuals who are winners in the Social Enterprise Awards Scotland will be shared with members of the UK Social Enterprise Awards Judging Panel
  • Fuse Events Ltd – applications from organisations and individuals who are winners of the Social Enterprise Awards Scotland will be shared with Fuse Events Ltd for the purposes of the UK Social Enterprise Awards and their Privacy Statement can be viewed here.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Where we store your information

The information we collect from you may be stored inside the UK, the European Economic Area (“EEA”) or outside the EEA.

If you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to correspond with you.  Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

We also transfer data outside the UK or the EEA where our service providers host, process, or store data outside the UK or the EEA.  Where we do this, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Your rights and your personal data

You have certain rights under data protection legislation which can be exercised by contacting us at: Social Enterprise Scotland, Thorn House, 5 Rose Street, Edinburgh, EH2 2PR, by calling us on 0131 243 2650 or by emailing admin@socialenterprise.scot, including:

  • the right to access the personal data held about you by making a subject access request in accordance with data protection legislation;
  • the right to have your personal data rectified if it is inaccurate or incomplete;
  • the right to request to have your personal data deleted in certain specific circumstances;
  • the right to request to restrict the processing of your personal data in certain specific circumstances;
  • the right to ask us not to process your personal data for marketing purposes or for purposes based on our legitimate interests;
  • the right to ask us to not undergo automated decision making;
  • the right to request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you; and
  • where you have provided consent, to request to withdraw such consent at any time.

There are some exceptions to the above rights that are permitted under the data protection legislation.  Please note that if you choose to exercise your rights to have personal data restricted or deleted, then we may not be able to provide you with a full service.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).  This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.