Technology Scotland Privacy Policy

Technology Scotland is the trade association for Scotland’s Enabling Technologies Sector. As part of our work, we operate three networks; Photonics Scotland, MaaS Scotland and Product Design Scotland.

These Terms & Conditions apply to Technology Scotland and its networks. Any reference to Technology Scotland in this document also refers to all other Technology Scotland operated organisations and websites.

Technology Scotland will use member information provided to us for marketing, administration, analysis, member management, membership recruitment and promotional purposes.

Technology Scotland is partially funded by Scottish Enterprise. As part of our contractual agreement of funding, information on our activities and participants is shared with Scottish Enterprise for monitoring and evaluation purposes. Information about how Scottish Enterprise uses your information can be reviewed here: https://www.scottish-enterprise.com/about-us/transparency/privacy-notice/how-we-use-your-information

Please get in touch at info@technologyscotlands.scot if you have any questions

Company

Technology Scotland Limited is a company limited by guarantee.
Registered Office: Unit 5,  Systems House , The Alba Campus, Rosebank, Livingston  EH54 7EG
Registration number: SC186554
Data Protection Number: ZA185841

Information about your rights

⇛ You have a right to object at which point we will stop all activities involving your data immediately.

⇛ You have a right to be informed of how we are using your data. This document should address this for you but if you have any other questions, please email info@technologyscotland.scot

⇛ All contacts held within Technology Scotland database are entitled to receive a copy of the information that is held on them at any time. There will be no charge for this service. You will be asked to provide suitable proof that you are the contact before any details are disclosed.

⇛ All contacts held within Technology Scotland database are entitled to amend the information held at any time. There will be no charge for this service. You will be asked to provide suitable proof that you are the contact before any changes are made.

⇛ All contacts held within Technology Scotland database are entitled to have their records removed from Technology Scotland at any time. There will be no charge for this service. You will be asked to provide suitable proof that you are the contact before any changes are made.

⇛ If you need your data in a format that can be transferred into another system or media, we are able to provide this in the almost universally accepted format of CSV. You will be asked to provide suitable proof that you are the contact before any information is released.

⇛ If you don’t like how we are using your data, you can contact us at any time to tell us to restrict processing. In these circumstances, your data would be held but not used for any purposes you object to.  You are still within your rights to have your details removed entirely if you choose. You will be asked to provide suitable proof that you are the contact before any changes are made.

If you would like further information on your rights under GDPR, please visit the ICO website. Here, you will also be able to find information on lodging a formal complaint:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights

What information may be collected?

We want to provide you with full visibility to the types of personal data we collect from you. This information is:

Basic personal details. When you subscribe to the Technology Scotland newsletter, we will ask you to provide some basic details: your full name, email address, and company name. Technology Scotland uses a third party, Mailchimp, to store and process your data and we require consent prior to subscription. Your data will never be shared with any other third party. You can unsubscribe from our newsletter at any time by clicking ‘unsubscribe’ or getting in touch at info@technologyscotland.scot

Additional organisation details. When you sign up as a paid member of Technology Scotland, we will ask you for some additional details to those listed above: your organisation’s phone number, correspondence address, size and logo. This information is needed to ensure that we can process your payment, add you to our member’s page, and create a login so you can join our Member Area. We maintain secure records of this content, the date you purchased your membership, and other, relevant interactions with us.

If you are a MaaS Scotland Member, you will also be asked to create an optional company profile. This is available to view by any other MaaS Scotland member. Please only share data in this profile that you are happy to have viewed by other MaaS Scotland members.

All online credit card payments are processed via SagePay. All invoices are processed by Technology Scotland and sent to you directly. The details you choose for your Member’s Area (e.g. your password) are private and will never be accessed, stored or shared by Technology Scotland.

If you ever wish to change or remove any information please feel free to get in touch at info@technologyscotland.scot and we will be happy to do this.

Other data. In some cases, Technology Scotland may also collect anonymous, non-personal data from its website-users, including but not limited to the type of device you are using to view our website, or how you found the Technology Scotland website. This is never held together with any personal data. More information on this can be found in our cookies section. 

 

The purposes for which we use this information

The personal data that we collect from our members is used for the purpose of completing member management functionality, including (but not limited to):

  • Processing member payments
  • Contacting member organisation staff in order to inform them of relevant events, services and other activities of interest
  • Discussing potential new membership
  • Enabling us to develop, improve and manage our services by better understanding our customers

Lawful Basis for Processing. The lawful basis for processing is legitimate interest. In order to maintain membership functions or recruit new members, we require to store relevant information for these purposes.  This is stated in the ICO justification document as: “Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)”

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/#ib3

Justification for processing. Contact information is stored for the reasons stated above. This is stated in the ICO justification document as: “The legitimate interests can be your own interests or the interests of third parties. They can include commercial interests, individual interests or broader societal benefits.”

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/legitimate-interests/

Your personal data

Your personal data is stored by Technology Scotland, through a third party system, Dropbox. Member information is provided to us for marketing, administration, analysis and promotional purposes only. We contact our members by telephone, post or email unless specified otherwise.

In the interests of collaboration, we may occasionally make email introductions between organisations. In such cases, members will be contacted before details are passed on in order to gain consent and have the option to refuse to have specific information disclosed.

Technology Scotland takes all reasonable measures to ensure that the information held is accurate.

Events

As part of Technology Scotland’s remit, we produce, run and host events (online & offline) across Scotland. We use two third party companies that allow us to manage our events data; Eventbrite and Ticket Tailor. Both of these companies have their own security in place – more information can be found here: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB & https://www.tickettailor.com/privacy-policy/

In order to provide the relevant and necessary details to our event attendees both pre and post event, we also use Mailchimp. This information is provided in each of our event pages and an option to opt in is required – once consent is gathered, recipients are free to opt out at any point.

Due to the nature of our business, Technology Scotland regularly collaborates on events with organisations within the enabling technology sector. As a result of this, relevant attendee event data will be shared with our collaborators – consent from attendees is also required for this and is gathered at the point of attendees registering for events.

Event attendee information will be held post-event until all relevant event communications have been sent, upon which time it will be deleted from our secure records.

Newsletter

Technology Scotland collects and uses the personal information you provide through the Technology Scotland newsletter registration form only to enable us to:

– Send you monthly newsletters regarding Technology Scotlands events, activities and news

– Send you extra, relevant information including but not limited to industry events, activities, surveys and industry updates.

Technology Scotland will not add contact details to the newsletter unless consent has been received and recorded.

Technology Scotland uses a third party, Mailchimp, to store and process contact detail information for these newsletters. Mailchimp use their own security system.

As and when any changes are made to the information Technology Scotland receives from you in connection with the Technology Scotland newsletter and/or how we use that information, this privacy notice will be updated.

If you do not wish your personal information to be used as described above then you should not complete the Technology Scotland newsletter registration form or, where you have already completed the Technology Scotland registration form, you should unsubscribe from Technology Scotland newsletter communication.

If you wish to unsubscribe from these emails you can do so at any time by simply clicking the ‘unsubscribe from this list’ link at the bottom of the email or emailing info@technologyscotland.scot and request to unsubscribe and you will be removed from all email communication.

Technology Scotland’s sites and Technology Scotland email communication will contain links to the websites of the various news outlets, industry websites and events websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

MaaS Scotland MaaS Investment Fund Online Hub

In order to facilitate networking and project development for the next round of the MaaS Investment Fund, MaaS Scotland have created an “online hub” using third party, Podio. All information stored on this platform is subject to Podio’s privacy policy. Technology Scotland will never share this information with anyone else without consent from the data owner.

 

Consent

You have a right to know what information we have collected about you as well as the right to have incorrect, incomplete, unnecessary or outdated data removed. Please see below for further details.

Recording Consent. Technology Scotland will electronically record the consent of all contacts added to our system from 25th May 2018

Right of Access. All contacts held within Technology Scotland’s database are entitled to receive a copy of the information that Technology Scotland holds on them at any time. There will be no charge for this disclosure.

Right of Amendment. All contacts held within Technology Scotland’s database are entitled to amend the information held by Technology Scotland at any time.  There will be no charge for this disclosure.

Right of Removal. All contacts held within Technology Scotland’s database are entitled to have their records removed at any time. There will be no charge for this disclosure.

If you ever want to remove or change any of your data, please get in touch at info@technologyscotland.scot and we will aim to resolve this without delay.

Retention of data

Technology Scotland will hold contact data only for as long as the information is relevant for membership or other promotional purposes.

Security

Technology Scotland stores company data offsite using approved secure procedures.

– Online payments are made using the SagePay system, using their inbuilt security systems.

– Websites are hosted by third party organisations using their own server security.  We also have our own internal security software installed and use a password system for individual access.

– Credit card information is not stored on any of our sites or systems. All computer equipment used by Technology Scotland is secured with passwords, firewalls, anti-virus/malware software and other relevant measures in place.

– All data recorded on third party systems is protected with their own security systems and each service maintains their own privacy policies. If you require more detail on all third party systems used by Technology Scotland, please email us at info@technologyscotland.scot.

Technology Scotland members have their own password protection for each system.  User data in held in spreadsheets will be secured.

The next sections are aimed solely at data subjects who are able to make decisions regarding their organisations representation through Technology Scotland

Social media

Technology Scotland does not collect or store any social media information on you as a person or as a company.

Company logo’s and profiles can be submitted for inclusion on website member webpages.  If this information is not submitted then there will be no mention of your company on our websites, newsletters and other communications without your consent.

Member’s logos and website URLs may be used on various promotional campaigns when sponsorship and/or exhibition space has been secured. If you change your logo or other details being used for promotional purposes, please keep us informed and send an image file to info@technologyscotland.scot

Technology Scotland also runs a number of events throughout the year.  As part of our marketing plan, we take a number of photographs at these events so they can be used in newsletters, websites and other promotional material.  On occasion, your company staff, logos and other identifying features may appear in these photographs. You can contact us at any time if you wish for these to be removed.

Newsletter

Technology Scotland collects and uses the personal information you provide through the Technology Scotland member registration form only to enable us to perform the following when you have opted in to the Technology Scotland newsletter:

– Send you monthly newsletters regarding Technology Scotlands events, activities and news

– Send you extra, relevant information including but not limited to industry events, activities, surveys and industry updates.

Technology Scotland will not add contact details to the newsletter unless consent has been received and recorded.

Technology Scotland uses a third party, Mailchimp, to store and process contact detail information for these newsletters. Mailchimp use their own security system.

As and when any changes are made to the information Technology Scotland receives from you in connection with the Technology Scotland newsletter and/or how we use that information, this privacy notice will be updated.

If you do not wish your personal information to be used as described above then you should not complete the Technology Scotland newsletter registration form or, where you have already completed the Technology Scotland registration form, you should unsubscribe from Technology Scotland newsletter communication.

If you wish to unsubscribe from these emails you can do so at any time by simply clicking the ‘unsubscribe from this list’ link at the bottom of the email or emailing info@technologyscotland.scot and request to unsubscribe and you will be removed from all email communication.

Technology Scotland’s sites and Technology Scotland email communication will contain links to the websites of the various news outlets, industry websites and events websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Accuracy

Technology Scotland takes all reasonable measures to ensure that the information held is accurate. Technology Scotland relies on members to keep us up to date with contact and company changes and cannot take responsibility for errors related to information that has not been passed on.

Primary Contact

When you join Technology Scotland as a member, you are required to name a primary contact.  This person will be our contact point for any interaction between Technology Scotland and your organisation.  The primary contact makes any decisions regarding your organisation’s membership or media presence within Technology Scotland. If your primary contact changes, please get in touch at info@technologyscotland.scot to update the relevant contact of your company.

Email enquiries

Data received via email enquiries will be used solely to follow up your enquiry.  Email is handled by Rackspace, a third party provider, using their own security measures.

 

Cookies

Our sites use one essential cookie and one cookie for Google Analytics. This will not collect any personal information on visitors to the site and will only be used for statistical purposes.

When you visit one of our sites, a Google Analytics cookie will be written onto your computer. We use the statistical information to improve the site and see which areas are of most interest to our visitors.

If you do not wish to be included, please disable cookies and clear all temporary internet files from your browser.

Please note, this may result in loss of some functionality of this site and others.