Correspondence

Privacy Notice

Published 17 September 2024

Applies to Scotland

• Publication for England
• Publication for Wales

Privacy Notice

Purpose

The Office of the Advocate General (OAG) will process your personal data as part of Panel Selection. 

• To develop a fairer picture of Panel selection
• To monitor the personal characteristics of current applicants and Panel members

We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it securely, confidentially and only used for the purpose it was collected for.

What information do we hold and use?

It is the responsibility of OAG, to provide a clear rationale for the collection of data. OAG may collect and process the following information:

• Personal information (including full name, full business/home address).
• Contact details (such as email address).
• Location data (including postcode).
• Protected Characteristics (such as ethnicity, sex, religion).

On what lawful grounds do we use the information?

We collect and lawfully process your personal information under the following: 

• Data Protection Act 2018 / UK General Data Protection Regulation (GDPR).

We process personal data for the following reasons:

• GDPR Article 6(1)(c) – processing is necessary for compliance with a legal obligation to which the controller is subject
• GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

We process special category data for the following reasons:

• GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where domestic law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject

How do we collect this information?

We may collect information in paper, electronic or online forms

Who do we share your information with?

Personal data collected through the application form will be shared with individuals in the Government Legal Department and special advocate support office who are managing the Panel selection process.

Special category personal data which is collected through the Equality & Diversity Monitoring Form will not be shared outwith OAG.

How long do we store it and is it secure?

OAG has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the OAG’s Records Management Policy. OAG’s IT security policies ensure that your information is protected and accessed on a need-to-know basis only.

What rights do you have?

• The right of access - you are entitled to see the information OAG holds about you 
• The right to rectification - we will amend the information accordingly, if any of the information OAG holds about you is incorrect
• The right to restrict processing - you may wish to limit how we use your data 
• The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions
• The right to erasure/right to be forgotten. You have the right to request information we hold is deleted and each request will be considered accordingly. 

Where can I find out more?

If you would like to know more about how OAG uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; our Data Protection Officer (DPO) contact details are: SO-and-OAG-DPO@ukgovscotland.gov.uk

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services and to comply with any changes in the law. This privacy notice was last updated on 17 September 2024.