Historic Environment Scotland (HES) are committed to protecting your personal data and your privacy. This privacy notice explains how we process any personal data we collect from you through this competition entry form.
For further information on how we manage your data, please visit our website.
Personal data
To enter the competition to win a monetary prize (eligible to those over 18 years of age) or a £50 voucher (eligible to those under 18 years of age), we ask you for your name and email address so we can contact you if you are the winner. We also ask for your postcode to confirm that you are eligible to participate in this competition as per the campaign Terms and Conditions.
Any entrant under the age of 18, on the date they submit their competition entry, must have gained the permission of a parent or guardian to enter the competition. We also ask you to confirm your age bracket for eligibility to win different prizes. If you provide this personal information, it will be held in a secure section of Umbraco, our website system. If your submission is not shortlisted or a winner, this personal information will be deleted as soon as the prize is awarded.
Usage of personal data
The personal data we collect from you will be used for the purpose of:
- running the competition.
- to display submissions alongside the full name of the entrant throughout the competition on the Visions of Climate Heritage webpages on the historicenvironment.scot website as well as any internal and external communications.
- notifying entrants if their submission has been shortlisted.
- contacting prize winners and sending them their prize.
- contacting alternative winner(s) and sending them their prize if the winning entrants cannot be contacted within a reasonable time.
- to announce the winning entrant(s) on the Visions of Climate Heritage webpage on the historicenvironment.scot website as well as any internal and external communications.
- to comply with the legal obligation to provide the winners’ surname and county in response to requests for this information from third parties, unless the winners’ have notified HES that they object to such disclosure.
Should your image be shortlisted to be included in the Visions of Climate Heritage webpage, we will hold the copyright holder’s details alongside the image in our library. We will retain your details for as long as we retain the image.
The lawful basis for which HES will collect personal data in respect of the competition is (i) our legitimate interests in running competitions; (ii) to comply with our legal obligations in respect of competitions; and (iii) for managing and licensing the shortlisted and winning images for ongoing use by HES.
The winners’ names and counties may be published or supplied on request to comply with our legal obligations for competitions. You may object to this by writing to dataprotection@hes.scot, but we must in any case supply the winners’ names to the Advertising Standards Authority. Once the winners and shortlisted entrants have been selected, the personal data of the other entrants will be deleted.
We will not give your personal data to any third party, other than your full name for the purposes of acknowledging your copyright in combination with your image.
We limit access to your personal data to those HES employees with a business need to know. It will be processed confidentially for this specific purpose only.
Third party processing and security of your data
We are using an Umbraco Content Management System to provide this form and MailChimp to send out email notifications. We require Umbraco and MailChimp, like all third parties, to respect the security of your personal data and only permit them to process your personal data in accordance with our instructions for a specified purpose. Information you provide will be stored by Umbraco, MailChimp and HES.
You can see more details on how Umbraco manage your personal data in their Privacy Policy.
Information on how MailChimp manage your personal data can be found in their separate Privacy Policy.
Storage of personal data
HES will hold the personal data collected through this form until winners have confirmed receipt of their prizes, by 25 January 2022. Information collected through this form will be deleted from Umbraco forms and MailChimp database servers after this date, however, may remain on backup servers for approximately 12 months. Storm ID will delete all non-attributable data after the project has been completed.
If you are shortlisted, are a winner or opt-in to give us permission to use your images for five years, we will retain your personal data (full name and age band) for longer. Your information will be deleted from Umbraco forms and MailChimp database servers after the winners are awarded their prizes, but your data will be held within our secure image library database alongside your images for up to five years.
You have the right to access your data, receive a copy of it, request corrections or removal and object to the processing of it. More information about your rights regarding the personal data we collect from you can be found at the HES Privacy Notice.
Further information
If you would like further information, please contact us at:
Telephone: 0131 668 8600
Email: dataprotection@hes.scot
Data Protection Officer
Historic Environment Scotland
Longmore House
Salisbury Place
Edinburgh
EH9 1SH