Publishing Scotland is a registered charity, a membership
organisation and a company registered in Edinburgh, number 317586.
collect about you when you visit our website or engage with one of
our services. In the instances detailed below, Publishing Scotland
is the data controller.
- What information do we collect about you?
- How will we use the information about you?
- Individuals applying for a grant under any of our funding
- Retention of Personal Data
- Job applicants, current and former Publishing Scotland
employees and interns
- Access to your information and correction
- Automated decision-making and profiling
- Word Press
- Other websites
- How to contact us
What information do we collect about you?
We collect information about you when you opt-in to receive one
of our newsletters. We also collect information when you
voluntarily provide feedback, send us information for posting on
the website such as vacancies for our jobs board, and participate
in competitions. We also collect information about you when you
book a training course with us, or apply for any of our funding
schemes. Website usage information is collected using cookies.
We may collect the following information:
- Name, job title and company
- Contact information including work and home email
- Demographic information such as postcode
- Specific information on application forms such as
qualifications, nationality, and referees.
- Photographs for our website and social media
- Details of events attended, training courses, engagement with
Under the transparency provisions of the GDPR, we need to give
- our intended purposes for processing the personal data;
- the lawful basis for the processing.
How will we use this information about you?
We require this information to understand your needs,
suitability for employment, comply with our legal and funding
obligations, and provide you with a better service and in
particular for the following reasons:
- Internal record-keeping for membership purposes
- We may use the information to improve our services
Publishing Scotland will not share your information with third
When you join Publishing Scotland as a member we store the
information outlined above in order to keep accurate member
records, enable appropriate marketing of activities and
opportunities, send invoices, create member lists, send surveys and
present information on the website and publications about
If your application is unsuccessful, data from applications will
be retained for no longer than 3 months from application.
If your membership lapses, we will retain your personal data for
no more than 6 months after you have notified us.
We would like to send you information about services of ours
which may be of interest to you. If you have consented to receive
one of our newsletters then this will be the channel of
You have a right at any time to stop us contacting you. If you
no longer wish to be contacted, email us at firstname.lastname@example.org.
Individuals applying for a grant under any of our
funding schemes or Fellowship scheme
When individuals apply for a grant under our funding schemes or
the International Fellowship scheme, they submit their information
in an application form, provide details of their proposal and, if
required, an outline of the project's potential cost. Those who are
awarded grants can be asked to provide a report and final expenses.
Any personal information that is provided in the application and
during any project that has been awarded a grant or Fellowship
award, are used only for the purpose of reviewing the grant
application and the ongoing administration and management of any
grants that are awarded. We may also publish information about
projects on our own website, including the amount of grant awarded
and the recipient of the grant, and details of the Fellows. The
data from unsuccessful applications will be retained for no longer
than 3 months following the meeting of the awards panel.
Retention of Personal Data
If you have booked onto one of our training courses we will
retain your data for recording purposes and for payment purposes.
We will maintain your full record for as long as necessary for any
foreseeable audit or statistical return, generally lasting no
longer than twelve months post-training course date, after which it
will be deleted from our systems.
Job applicants, current and former Publishing Scotland
employees and interns
Publishing Scotland is the data controller for the information
you provide during the process unless otherwise stated. We are
relying on contract and consent as the legal bases for processing
your data. If you have any queries about the process or how we
handle your information please contact us at
What will we do with the information you provide to
All of the information you provide during the process will only
be used for the purpose of progressing your application, or to
fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the
recruitment process with any third parties for marketing purposes
or store any of your information outside of the European Economic
Area. The information you provide will be held securely by us
and/or our data processors whether the information is in electronic
or physical format.
We will use the contact details you provide to us to contact you
to progress your application. We will use the other information you
provide to assess your suitability for the role you have applied
What information do we ask for, and why?
We do not collect more information than we need to fulfil our
stated purposes and will not retain it for longer than is
The information we ask for is used to assess your suitability
for employment. You don't have to provide what we ask for but it
might affect your application if you don't.
We ask you for your personal details including name and contact
details. We will also ask you about your previous experience,
education, referees and for answers to questions relevant to the
role you have applied for. Our recruitment team will have access to
all of this information.
You will also be asked to provide equal opportunities
information. This is not mandatory information - if you don't
provide it, it will not affect your application. This information
will not be made available to any staff outside of our recruitment
team in a way which can identify you. Any information you do
provide will be used only to produce and monitor equal
Our hiring managers shortlist applications for interview. They
will be provided with your name or contact details and with your
equal opportunities information if you have provided it.
We might ask you to participate in assessment days; complete
tests or occupational personality profile questionnaires; and/or to
attend an interview - or a combination of these. Information will
be generated by you and by us. For example, you might complete a
written test or we might take interview notes. This information is
held by us.
If you are unsuccessful following assessment for the position
you have applied for, we may ask if you would like your details to
be retained in our talent pool for a period of six months. If you
say yes, we would proactively contact you should any further
suitable vacancies arise.
If we make a conditional offer of employment we will ask you for
information so that we can carry out pre-employment checks. You
must successfully complete pre-employment checks to progress to a
final offer. We are required to confirm the identity of our staff,
their right to work in the United Kingdom and seek assurance as to
their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity - you will be asked to attend our office
with original documents; we will take copies.
- We will contact your referees, using the details you provide in
your application, directly to obtain references
If we make a final offer, we will also ask you for the
- Bank details - to process salary payments and administer the
- Emergency contact details - so we know who to contact in case
you have an emergency at work
Use of data processors
Data processors are third parties who provide elements of our
payroll service for us. We have contracts in place with our data
processors. This means that they cannot do anything with your
personal information unless we have instructed them to do it. They
will not share your personal information with any organisation
apart from us. They will hold it securely and retain it for the
period we instruct.
How long is the information retained for?
If you are successful, the information you provide during the
application process will be retained by us as part of your employee
file for the duration of your employment plus 6 years following the
end of your employment. This includes your criminal records
declaration, fitness to work, records of any security checks and
If you are unsuccessful at any stage of the process, the
information you have provided until that point will be retained for
6 months from the closure of the campaign.
Information generated throughout the assessment process, for
example interview notes, is retained by us for 6 months following
the closure of the campaign.
Equal opportunities information is retained for 6 months
following the closure of the campaign whether you are successful or
Access to your information and correction
Publishing Scotland tries to be as open as it can be in terms of
giving people access to their personal information. Individuals can
find out if we hold any personal information by making a 'subject
access request'. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible
If you would like a copy of some or all of your information
please email us at email@example.com
or write to us at the following address:
Publishing Scotland, Scott House, 10 Sth St Andrew St, Edinburgh
You are entitled to have personal data rectified if it is
inaccurate or incomplete. We will respond within one month of your
You may request the deletion or removal of personal data where
there is no compelling reason for its continued processing, and/or
to prevent processing in specific circumstances:
- Where the personal data is no longer necessary in relation to
the purpose for which it was originally collected/processed
- When you withdraw consent
- When you object to the processing and there is no overriding
legitimate interest for continuing the processing
- When the data was unlawfully processed
- When the personal data has to be erased in order to comply with
a legal obligation
Complaints or queries
Publishing Scotland tries to meet the highest standards when
collecting and using personal information. For this reason, we take
any complaints we receive about this seriously. We encourage people
to bring it to our attention if they think that our collection or
use of information is unfair, misleading or inappropriate. We would
also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in
mind. It does not provide exhaustive detail of all aspects of our
collection and use of personal information. However, we are happy
to provide any additional information or explanation needed. Any
requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed
your personal information, you can contact the statutory body which
oversees data protection law - www.ico.org.uk/concerns.
Cookies are text files placed on your computer to collect
standard internet log information and visitor behaviour
information. This information is used to track visitor use of the
website and to compile statistical reports on website activity.
For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above
websites tell you how to remove cookies from your browser. However,
in few cases some of our website features may not function as a
Automated decision-making and profiling
Publishing Scotland does not employ any automated
decision-making or conduct profiling. However, if you have
consented to be held on our databases and to receive communications
from us, we may periodically send you marketing information so that
you are informed of upcoming training courses, new publications and
events. These will be automated but do not involve automated
decision-making and profiling. You can unsubscribe from these at
WordPress and social media
We use a third party service, WordPress.com, to publish www.booksfromscotland.com.
These sites are hosted at WordPress.com, which is run by Automattic
Inc. We use a standard WordPress service to collect anonymous
information about users' activity on the site, for example the
number of users viewing pages on the site, to monitor and report on
the effectiveness of the site and help us improve it. WordPress
requires visitors that want to post a comment to enter a name and
email address. For more information about how WordPress processes
data, please see Automattic's privacy
People who contact us via social media
We use a third party provider, Hootsuite to manage our social
If you send us a private or direct message via social media the
message will be stored by Hootsuite for three months. It will not
be shared with any other organisations.
Our website contains links to other websites. This privacy
policy only applies to this website so when you link to other
websites you should read their own privacy policies.
updated on 10 May 2018.
How to contact us
Please contact us if you have any questions about our privacy
policy or information we hold about you: