This privacy notice is for entrants to the Members Magazine Photography competition, run by Historic Environment Scotland (“HES”) and Think Publishing. HES is committed to protecting your personal data and your privacy and that of the entrant. This privacy notice explains how HES collects, uses and shares the personal data provided in connection with the Members Magazine Photography competition, and your rights in relation to such personal data. For further information read our Privacy Policy and Data Protection Policy.
In this privacy notice, “HES”, “we”, “our” and “us” refers to Historic Environment Scotland. “Entrant” refers to the Member who submitted entries to the Members Magazine Photography competition.
Personal data
To enter the competition to win the prize, we ask for your name and email address, so we can contact you if the entry is a winner. We also ask for the Entrant’s Membership number to confirm that the Entrant is eligible to participate in this competition as per the competition Terms and Conditions.
Competition entries need to be submitted by emailing up to three entries to hesphotocomp@thinkpublishing.co.uk. All personal information given to HES will be held in a secure place on Sharepoint. We will hold a few entries to publish in our Membership Magazine and on the Historic Scotland social media channels, even if these entries are not the prize-winning entry. All personal information will be deleted 31 August 2024.
Usage of personal data
The personal data we collect from you and the Entrant will be used for the purpose of:
- running the competition
- 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 Entrants in the Historic Scotland Members Magazine 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.
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 prize draws; and (iii) for managing and licensing the Entrant’s submission 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 dataprotection@hes.scot, but we must in any case supply the winners’ surnames to the Advertising Standards Authority. Once the winners have been selected, your personal data will be deleted.
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 image; and (ii) your name and contact details to our partners, Think Publishing, to enable them to include them in the Members Magazine and issue any prize to you. It will be processed confidentially for this specific purpose only, be retained until 31 August 2024 and then deleted.
We limit access to the Entrant’s personal data and your personal data to the Promoters’ employees with a business need to know.
Third party processing and security of your data
Think Publishing email server are all based in the EU, with multi-factor authentication. All files are stored by them on VPN multi-factor authenticated servers in the UK. You can see more details on how Think manage your personal data in the Think Privacy Policy.
Storage of personal data
HES and Think will hold the personal data collected until 30 August 2024.
By entering you give us permission to share your entry until the end of that period. Your data will be held securely within our systems alongside the entry until that date.
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 and Data Protection Policy.
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