Privacy Statement

Individuals applying to join Inspiring Scotland’s Autism Advisory Panel will be asked to apply via an online form using a website called FormAssembly. Inspiring Scotland must have a lawful reason for processing your data. In this case the lawful reason is Legitimate Interest. – i.e. both we and you have a common interest which we need the data for.

We will ask you to provide us with:

• Your name
• Address
• Email address
• Phone number
• Whether you are autistic or not
• Any conditions which would require reasonable adjustments made at the Advisory Forum Meetings

Because some of the personal information you provide is classed as ‘special category data’, Inspiring Scotland needs an additional lawful reason to process your data. This additional reason is Consent. By providing the personal email freely you have given your consent to our processing your data.

We will retain the details of all applicants until March 2021. Advisory Forum meetings will run until March 2020, however we may expand this programme in 2020-2021, and may contact you to ask if you want to be involved in future forums. If you would prefer us not to store your personal details after March 2020, or if you are unsuccessful in applying to join the Forum, you can request that we delete them by contacting enquiries@inspiringscotland.org.uk

The information you provide will be stored on the servers of FormAssembly (which are based outside the EU) and Inspiring Scotland’s own server (UK). We will ensure suitable agreements are in place regarding the security of the data stored outside the EU.

Only appropriate Inspiring Scotland staff will have access you your personal information – The Autism team and the IT executive who needs access to help run the application process.

• Your online application will be saved on FormAssembly where only Inspiring Scotland’s IT Executive can access it.
• Your application will be also be downloaded to Inspiring Scotland’s own server. It will be saved in a restricted access folder only accessible the Autism Team and IT Executive.

You have several rights regarding your data and how it is processed. A summary of these is shown below.

Right to be informed

Inspiring Scotland has a duty to inform you if we are processing your personal data and why. If you have any concerns about this you can contact us at enquiries@inspiringscotland.org.uk

Right of access

You have the right to obtain confirmation of any personal data we are processing and to access it. We will provide you with a copy of any data we hold in an electronic and/or paper format and let you know why we have it, who (if anyone) it has been shared with, and how long we will store it. We will provide this information free of charge, within 30 days of receiving your request.

You can make a request by writing to the Data Protection Officer, Inspiring Scotland, Riverside House, 502 Gorgie Rd, Edinburgh, EH11 3AF, or by emailing enquiries@inspiringscotland.org.uk

If we feel that requests are manifestly unfounded or excessive, Inspiring Scotland may choose to charge a reasonable fee or refuse to respond.

If we choose to refuse to respond to a request, Inspiring Scotland will explain why and make sure you know about your right to complain to the supervisory authority. Inspiring Scotland will do this within 30 days of your original request.

Right to rectification

You have the right to have your data rectified if it is inaccurate or incomplete. Inspiring Scotlandwill do this within one month of you telling us about any rectifications or inaccuracies, although this can be extended by two months if the request is complex.

If your data has been disclosed to third parties, Inspiring Scotland will inform them of the rectification where possible.

Right to erasure

Or the right ‘to be forgotten’ You can request deletion or removal of your data if there is no compelling reason for us to continue using it.

The right to erasure does not provide an absolute ‘right to be forgotten’. You have a right to have personal data erased and to prevent processing in specific circumstances:

• Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
• When you withdraw consent.
• When you object to the processing and there is no overriding legitimate interest for continuing the processing.
• The personal data was unlawfully processed
• The personal data must be erased to comply with a legal obligation.
• The personal data is processed in relation to the offer of information society services to a child.

Right to restrict processing

You can request processing of your data be restricted. This means your data may still be held by Inspiring Scotland, but no further processing is permitted.

Inspiring Scotland will be required to restrict the processing of personal data in the following          circumstances:

• Where someone contests the accuracy of the personal data
• Where someone has objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether your organisation’s legitimate grounds override those of the individual.
• When processing is unlawful and the individual opposes erasure and requests restriction instead.
• If we no longer need the personal data but the individual requires the data to establish, exercise or defend a legal claim.

If Inspiring Scotland has disclosed your personal data in question to third parties, it must inform them about the restriction on the processing of the personal data, unless it is impossible or involves disproportionate effort to do so.

Inspiring Scotland must inform individuals when we decide to lift a restriction on processing.

Right to portability

You can obtain and reuse the personal data we hold on you for own purposes or for different providers.  Inspiring Scotland must provide this in a structured, commonly used and machine-readable form. This includes CSV files.

If requested, Inspiring Scotland may have to transfer personal data to another organisation, if technically feasible.

The right to data portability only applies:

• to personal data you have provided to us;
• where the processing is based on your consent or for the performance of a contract; and
• when processing is carried out by automated means.

Inspiring Scotland will aim to provide any data within 30 days, however, this may be extended by two months where the request is complex. Inspiring Scotland will inform you within one month of the receipt of the request and explain why the extension is necessary.

Where not taking action in response to a request, Inspiring Scotland will explain why to you, and make you aware of your right to complain to the supervisory authority without undue delay and at the latest within one month.

Right to object

You have the right to object to

• Processing based on legitimate interests or the performance of a task in the public interest
• Direct marketing
• Processing for purposes of scientific/historical research and stats

Inspiring Scotland must stop processing your personal data unless:

It can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms; or, the processing is for the establishment, exercise or defence of legal claims.

We keep this Policy under regular review and will post and updated versions on our website. This Policy was last updated in July 2019.

If you have any questions which are not covered in this notice, you can send them to enquiries@inspiringscotland.org.uk  or by writing to the Data Protection Officer, Inspiring Scotland, Riverside House, 502 Gorgie Rd, Edinburgh, EH11 3AF.

If you have raised an issue regarding the handling of your data which you feel has not been suitably addresses by Inspiring Scotland, you can contact the Information Commissioner’s Office on 0303 123 1113 to raise a complaint. You can also find useful information on the ICO website at https://ico.org.uk/concerns/