Scotland House Brussels stakeholder contacts: privacy notice

This privacy notice explains your rights under the UK General Data Protection Regulation (UK GDPR). It tells you how we will look after and use your personal data.

Who we are

We are the Scottish Government EU Office within the EU Directorate of the Scottish Government. We are based in Brussels at Level 9, Rondpoint Schuman 6, 1040 Brussels, Belgium, and our head office is located at St Andrew’s House, Regent Road, Edinburgh, EH1 3DG.

Personal information we collect and why we need it 

We need your personal information to allow us to provide you with event details and/or distribute our newsletter. The personal information collected is: your name, email address, title and organisation.

Lawful basis for our collection

We collect and process personal data to carry out our legal and official functions.

The lawful basis being relied on for processing your personal data is your consent under article 6(1)(a) of the UK GDPR, for example should you sign up to our events mailing list, receive the Scotland House Brussels newsletter, or share your contact details with us online or in person. 

You data may also be processed in order to facilitate engagement and develop policy in order to advise Scottish Ministers in the discharge of their functions under the Scotland Act 1998. In this case, the lawful basis being relied on to process your personal data is Article 6(1)(e) of the UK GDPR.

How we keep your personal information secure and for how long  

We store the information securely in the Scottish Government’s electronic Record and Document Management system (eRDM), in line with the Records Management Plan. The contact list is regularly reviewed and updated for accuracy to ensure we hold your information for no longer than we need it. You have the right to ask us to update, restrict or delete the personal data at any time.

In certain cases we may share your personal information with one of our event partners, for example if we are co-hosting or partnering on an event and the other party is responsible for issuing invites.

Data processing

We use Brevo to process our newsletters. Brevo’s privacy policy outlines how they collect, use, share and process personal information. You can contact Brevo online. 

Rights 

You have the 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, restrict or delete the personal data we hold about you by emailing BrusselsEvents@gov.scot.

Questions and complaints

If you have concerns about the way we process and handle your personal data, in the first instance you should raise your concerns with our Data Protection Officer by email to DataProtectionOfficer@gov.scot

If you feel that your data has been collected or processed unlawfully, you have the right to raise a complaint with the Information Commissioners Office:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
Visting the website.
You can also report any concerns online.