Privacy Policy

Our contact details 

Name

Digital Office for Scottish Local Government – we are hosted by COSLA thus our official registered company name is COSLA, a membership organisation registered with the Information Commissioner as a data controller under the Registration No: Z6216554

Address

Verity House, 19 Haymarket Yards, Edinburgh, EH12 5BH

E-mail

info@digitaloffice.scot

Websites Covered

https://www.digitaloffice.scot and https://telecare.digitaloffice.scot (hereafter ‘sites’)

Date privacy notice completed: 09/08/23

Personal Information

Personal Information means any information which, on its own or in combination with other information, can be used to identify you, in particular by reference to an identifier including, but not limited to, your name, address or location data.

The personal information you give us or that we collect from you will be held under data protection legislation, currently the Data Protection Act 2018. The Data Protection Act is the UK’s implementation of the General Data Protection Regulation (GDPR).

The Type of Personal Information We Collect 

We currently collect and process the following information:

• Name
• Contact details
• Corporate email addresses of Digital Office Partnership and Digital Telecare Partnership
  (hereafter  ‘partnerships’ ) member organisations – all personal email addresses will be deleted from our records.

Cookies

On https://telecare.digitaloffice.scot, we use session cookies to facilitate the user login process. These cookies are essential for the proper functioning of the site's login system, allowing users to securely access their accounts and interact with personalised content.

Third Party Systems

We use some third party systems as part of this website which have their own privacy policy:

Google Analytics

We use Google Analytics to analyse the use of our website and help us create more useful and easy to use sites. Google Analytics uses several small text files called ‘cookies’ which are downloaded to a computing device when a user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions. The data collected is completely anonymous and does not store any personal details.

If you would like to opt out of being tracked by Google Analytics you can use the opt-out tool at Google Analytics Opt-out Browser Add-on Download Page.

Hubspot

We use Hubspot Marketing Hub to provide email services. This requires us to store corporate email addresses from partner organisations. We do not store details submitted with email addresses which are not from a partner organisation. We will remove any email address on request but we ask that a partner organisation has at least one live email address registered with us so that we can fulfil our legitimate interest in communicating with partner organisations.

Hubspot may transfer data internationally but have GDPR compliant contractual clauses and the UK addendum. For the full privacy notice please visit HubSpot Privacy Policy.

Microsoft Forms and our Digital Maturity Assessment

We use Microsoft Forms to collect information for marketing and subscription sign ups.  We also use Microsoft Forms for our Digital Maturity Assessment (Automated Survey). These surveys may include personal information such as name and work/ personal email address, or the submitter may also include personal information in other fields.

For submissions related to our Digital Maturity Assessment, we only request your name and email address to send you a copy of your responses and your self assessed organisation score. Please be aware that any personal information provided for the Digital Maturity Assessment will be retained for a maximum period of 24 months. After this period, your personal data will be securely and permanently deleted.

Microsoft Forms is GDPR compliant and all data submitted is stored within the EEA. Any information you submit to us will be held so as to comply with the terms of the Data Protection Act.

Social Buttons

On may of the pages on our site you will see ‘social buttons’. These enable you to share or bookmark pages on our site. These may include buttons for Twitter, Facebook, Instagram or other social features. In order for us to implement these buttons on our site and connect them to the relevant social networks and external sites there are scripts executed from domains owned by third parties outside of our control. You should be aware that these sites are likely to be collecting information about what you are doing all around the internet including on our site. This may be the case even if you have not clicked on the buttons. We recommend you check the respective policies of these sites to see what personal information they collect, how they use it, and how to opt out.

Other Sites

Our sites may contain links to other sites on the web. The information practices of those sites are not covered by this privacy policy. Although we are committed to protecting your personal information we cannot control and do not accept any responsibility or liability for the privacy practices or content of such other websites.

How We Get The Personal Information and Why We Have It

Most of the personal information we process is provided to us directly by you. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

• Legitimate Interest – we hold corporate contact details of our partner organisations, and we have a legitimate interest to process such data.
• Consent – We have consent for the processing of this data and this can be withdrawn at any time by the data subject.  We ask that each partnership maintains at least one live email address so we can provide services to organisation in line with our partnership agreement.  Contact info@digitaloffice.scot to have your details removed.

We use the information that you have given us in order to:

• Provide communications to members of the Digital Office and Digital Telecare Partnerships
• Inform the provision of services to our partnerships

We will never user your details to conduct any form of direct marketing as defined by the ICO. We will only ever contact you in relation to our existing contract with your respective partnerships. We will never contact you to solicit sales.

We may share some of this information with other members of the partnerships.

How We Store Your Personal Information 

Your information is securely stored. 

We keep your personal information for the duration of your organisation’s membership of the partnership, unless you request we delete your specific information. We will then dispose of your information by deleting it from our systems.

Responses to surveys are kept for the duration of the projects which they were collected for. Anonymised data from these surveys may be held for auditing purposes indefinitely, but with all personally identifiable information removed.

Your Data Protection Rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information. 
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
• Your right to object to processing - You have the the right to withdraw your consent for processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@digitaloffice.scot if you wish to make a request.

How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@digitaloffice.scot

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s Address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number : 0303 123 1113

ICO website : https://www.ico.org.uk