Inclusion Scotland is what is called the ‘Controller’ of the personal information you give to us. ‘Personal information’ means things like your name, your email address or your phone number.
Why are we doing this and how can you participate?
Some of Inclusion Scotland’s events are held online so you can participate from the comfort of your own device. We also offer webinars.
When you register for an online event or webinar, Zoom will collect your name, organisation and email address. Once you are approved to attend an event or webinar, you will receive via email a link to take part through Zoom. Make sure you have internet access with Zoom installed so you can attend the event or view the webinar.
Once you are in the event or webinar, you will be able to watch it and submit questions or comments via the chat box. Any comments or questions that you submit, may be reviewed before they are passed on to our event host for discussion with the panel.
What personal information do we collect for events?
When you sign up to attend a virtual Inclusion Scotland event or webinar, we collect your personal information in order to organise and deliver the event. We collect your contact details, for example your name and email address. We also collect information about your access requirements to make sure the event is accessible for you.
We run events for disabled people so we ask attendees if they identify as a disabled person.
We use Zoom to facilitate our event organisation.
Additional information that we will collect through Zoom:
- Your question or comment, if you choose to submit one, with your name linked
- Your registration date
- If you do not attend an event or webinar you have registered for
We use Zoom as our third party processor to gather this information.
Why we need your personal information?
We need to know your personal information in order to provide you with the event or webinar details and to make sure the event or webinar is accessible for you to attend. We will not collect any personal information from you we do not need.
When you register for an event or webinar, Zoom will collect your name, organisation and email address. Once you are approved to attend an event or webinar, you will receive via email a link to take part through Zoom. Make sure you have internet access with Zoom installed so you can attend the event or view the webinar.
What we do with your personal information?
All the personal information Inclusion Scotland processes is processed by our staff in the UK. By ‘processing’ we mean things like securely keeping your personal information and using your personal information to send you information about the event. For the purposes of IT hosting and maintenance your personal information is held on servers within Europe. No one else (‘third parties’) can have access to your personal information unless the law says they can.
Inclusion Scotland uses an online service called Eventbrite to manage events. By giving us your personal information, you agree it will be transferred to Eventbrite for processing in accordance with their Privacy Policy and Terms.
We will use an online service called MailChimp to send out emails to you about the event. By giving us your personal information, you agree it will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms.
We will use Zoom as our third-party data processor in order to provide you with this event or webinar. These sessions may be recorded and, if they are, it will not be possible to opt out of this functionality. If you have a Zoom account you will have already signed up to their terms and conditions and privacy policy. If you do not have a Zoom account, you can find out more information about how Zoom will process your personal data here: https://zoom.us/privacy.
We have put Data Protection arrangements in place to make sure the processing of your personal information is effective and secure. More information on how we do this can be found in our Privacy Notice. Or, you can contact us if you would like us to send you information about this in a different way.
How long we keep your personal information?
The personal information you have given us will be kept with us until you tell us that you no longer want to get marketing from us. You can change your mind about getting marketing at any time via phone by calling 0131 370 6700, by emailing info@inclusionscotland.org or via the unsubscribe button at the bottom of all our emails. You can also write to us at:
Inclusion Scotland,
22-24 Earl Grey Street
Edinburgh, EH3 9BN
What are your rights?
If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated. info@inclusionscotland.org
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office by phoning 0303 123 1115, textphone on 01625 545 860, email Scotland@ico.org.uk or write to:
The Information Commissioner’s Office – Scotland
45 Melville Street
Edinburgh, EH3 7HL
