This privacy notice is for entrants to the Sgrìobh is Aithris (Write and Recite) Competition, run by Historic Environment Scotland (“HES”), in partnership with Comhairle nan Leabhraichean (The Gaelic Books Council), Stòrlann Nàiseanta na Gàidhlig, and Coilltearachd agus Fearann Alba (Forestry and Land Scotland).
In this privacy notice, “HES”, “we”, “our” and “us” refers to Historic Environment Scotland. “You” and “Your” refers to the person submitting the entry to the competition.
This Competition Privacy Notice has been written in English and not translated to Gaelic to ensure its legal integrity.
To enter the competition to win a prize or receive a runner-up certificate, we ask for your name and email address so we can contact you if you are a winner or runner-up. Where a parent or guardian is submitting the entry to the competition on behalf of a child, we will require the child’s name, age and post code as well as your email address to contact you if the child is a winner.
We also ask for your postcode or county to confirm that you are eligible to participate in this competition as per the Competition Terms and Conditions. We also ask you to confirm your age bracket for eligibility to win different prizes. Additionally, once the winners have been chosen, we will require your postal address and school name and address to send your or your school your prize.
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 or have a parent or guardian submit the entry on their behalf. All personal information given to HES will be held in a secure section of Citrix ShareFile. If your submission is not shortlisted, a runner-up or a winner, your personal information (as well as any parent or guardian information) will be deleted as soon as the prizes are awarded.
Usage of personal data
The personal data we collect from you will be used for the purpose of:
- running the competition.
- contacting prize winners and runner-ups and sending them their prize or certificate.
- contacting alternative winner(s) and sending them their prize if the winning entrants cannot be contacted within a reasonable time.
- to display the winning Entrants on https://www.historicenvironment.scot/sgriobh-is-aithris as well as any internal and external communications.
- to comply with the legal obligation to provide the winners’ surname and county (i) in response to requests for this information from third parties, unless the winners’ have notified HES that they object to such disclosure; and (ii) to the to the Advertising Standard Authority (“ASA”).
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 winners’ stories for ongoing use by HES.
The winners’ surnames 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 firstname.lastname@example.org, but we must in any case supply the winners’ surnames to the ASA. Once the winners, runner-ups and shortlisted entrants have been selected, your personal data will be deleted (as will any personal data belonging to a parent or guardian submitting an entry to the competition on behalf of a child).
We will not give your personal data to any third party other than (i) your full name for the purposes of acknowledging your copyright in combination with your story and accompanying drawing or photograph; and (ii) your name and contact details to our partners, Comhairle nan Leabhraichean, Stòrlann Nàiseanta na Gàidhlig and Coilltearachd agus Fearann Alba to enable them to issue any prize to you. It will be processed confidentially for this specific purpose only, be retained for 5 years and then deleted.
We limit access to your personal data to the Promoters’ employees with a business need to know. It will be processed confidentially for this specific purpose only.
You can see more details on how Coilltearachd agus Fearann Alba manage the Entrant’s personal data and your personal data in their Privacy notice.
Third party processing and security of your data
We are using an Umbraco Content Management System to display the competition submission form. We require Umbraco, 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 and HES.
You can see more details on how Umbraco manage your personal data in their Privacy Statement.
We are using Citrix Sharefile to store the personal data that is submitted as part of the Competition. We require Citrix Sharefile, 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 Citrix Sharefile and HES.
You can see more details on how Citrix Sharefile manage your personal data in their Citrix ShareFile Security and Compliance - Citrix ShareFile.
Storage of personal data
HES will hold the personal data collected through this form until the winners have confirmed receipt of their prizes, by 21 January 2023. Information collected through this form will be deleted from Citrix ShareFile forms after this date, however, may remain on backup servers for approximately 12 months.
If you give us permission to share your story and accompanying drawing or photograph for five years, we will retain your personal data (full name, age and contact details) for five years. Your information will be deleted from Citrix ShareFile forms after the winners are awarded their prizes, but your data will be held securely within our systems alongside your story and accompanying drawing or photograph for up to one year.
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.
If you would like further information, please contact us at:
Telephone: 0131 668 8600
Data Protection Officer
Historic Environment Scotland
Edinburgh, EH9 1SH