GDPR: Data privacy notice
Introduction
The Association of Scotland’s Self-Caterers (ASSC) (“We”) are committed to protecting and respecting your privacy.
This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
1. Definitions
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
The ASSC is the data controller. This means we decide how your personal data is processed and for what purposes. For all data matters contact administrator@assc.co.uk or call 01462 894 483.
3. The purpose(s) of processing your personal data
We use your personal data for the following purposes:
- To keep our Members informed
- To provide Members with notification of Member benefits and discounts
- To provide up to date information on Industry business and legislation
- To provide Members with advice
- To provide a marketing service for our EmbraceScotland Members
- To provide information regarding self-catering holidays in Scotland
- To provide information and news to our subscribers
- You may give us information about yourself by filling in forms on our site https://www.assc.co.uk/ and/or https://www.embracescotland.co.uk/ (our site) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, participate in the Member Forum or other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site.
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
Personal data – name, address, email address and phone number
We have obtained your personal data from Detail that you have provided form Opting in to receiving communications from us.
5. What is our legal basis for processing your personal data?
Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data is for the consent of the data subject to continue to receive communication on industry news and updates from ASSC.
More information on lawful processing can be found on the ICO website.
6. Sharing your personal data
Your personal data will be treated as strictly confidential.
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data: Term of Membership, Term of Subscription.
8. Providing us with your personal data
We require your personal data as it is a requirement of Membership or subscription.
9. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data.
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
10. Transfer of Data Abroad
We do not transfer personal data outside the EEA.
11. Automated Decision Making
We do not use any form of automated decision making in our business.
12. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
13. Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
14. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact communications@assc.co.uk.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
15. Personal Data Collection for Prize Draw
In connection with this competition, we collect the following personal information: name, Instagram or Facebook handle, email address, and, if you are selected as the winner, your shipping address. This data is required to enter and participate in the competition and to fulfil the delivery of prizes.
16. Purpose of Data Processing
We process your personal data for the following purposes:
– To manage and administer the competition, including selecting the winner and communicating with participants.
– To deliver prizes to winners.
– To send promotional material related to EmbraceScotland and its services, but only if you have consented to receive such information.
17. Promotional Communications
By entering the competition, you agree to the use of your name and entry details for promotional purposes related to EmbraceScotland. However, you have the right to opt-out of receiving such communications at any time by contacting us or through the unsubscribe links provided in our promotional emails.
18. Data Retention
Your personal data will be retained only for as long as necessary to fulfil the purposes for which it was collected, including the administration of the competition and delivery of the prize. If you have opted in to receive marketing communications, your details will be retained until you choose to unsubscribe. Data that is no longer needed will be securely deleted or anonymised.
19. Sharing of Data with Third Parties
We do not share your personal data with third parties except as necessary for the fulfilment of the competition prize (e.g., shipping the prize to the winner). We may share your data with trusted service providers who assist us in running the competition or delivering the prize, but only to the extent necessary to fulfil those purposes.
20. Legal Basis for Processing
The processing of your personal data is based on the following legal grounds:
– Your consent (for receiving promotional communications).
– Contractual necessity (to administer the competition and deliver the prize).
– Legitimate interest (to promote EmbraceScotland’s activities and services).
21. Your Data Rights
Under data protection laws, you have the right to:
– Request access to your personal data (e.g., to see what we hold about you).
– Request correction of any inaccurate personal data we hold.
– Request the deletion of your personal data, subject to certain conditions.
– Withdraw your consent to receiving promotional communications at any time.
If you wish to exercise any of these rights, please contact us at [contact details].
22. Data Security
We take reasonable steps to ensure the security of your personal data. This includes using appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect. However, please note that no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.
23. Changes to the Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes to how we collect, use, or share your personal data, we will notify you by posting the updated policy on this page and indicating the effective date of the change.
Last updated 20/11/24.