General information
This privacy notice tells you what to expect us to do with your personal information when you contact us, including by phone, email, and post and when you visit our website or subscribe to our newsletter.
When we process your personal information, we promise to:
- make sure you know why we need it
- only ask for what we need, and not collect too much or irrelevant information
- make sure it is accurate and up to date
- let you know if we share it with other organisations, unless we have a legal obligation to pass it on without telling you
- protect it and make sure nobody has access to it who shouldn’t
- make sure we don’t keep it longer than is necessary
Our contact details
Name: FAO David Pollock, Academy9
Address: Transport Scotland, 5 Atlantic Quay, 150 Broomielaw, Glasgow G2 8LU
Phone Number: 07767 984540
E-mail: academy9@transport.gov.scot
How we get information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- you have a question or a concern about something
- you have made an information request to us
- you subscribe to our online courses
- You have made a request through our contact form on our website
- You have contacted us through our Teachable online learning platform
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
Lawful basis for processing
We process your personal information:
- because you have given us clear consent for us to process your personal data for a specific purpose
- to communicate to you, any changes to accessing our online platforms, or any updates to the platform itself
- to communicate with you directly about your requests from our website.
We may share this information with:
- Our consultants and companies working on the Academy9 educational initiative. These include our Academy9 team members at Transport Scotland, Jacobs, Atkins, WSP and Technology Coaching.
Under the UK General Data Protection Regulations (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting academy9@transport.gov.scot
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
How we store your personal information
Your information is securely stored.
We keep your name and email address for; the duration that we are working together on a project, i.e., running Academy9 events, the duration you have access to our online courses. We will then dispose of your information by deleting your name and email address from all of our systems, including removing you from access to our online platforms.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at academy9@transport.gov.scot if you wish to make a request.
Contacting the Academy9 team
You may have emailed us because you have a question or concern about something. This part of the privacy notice sets out how we use your personal data, and your rights when communicating with us.
What we do with information we collect from you when you contact us
When you email us, your enquiry will usually be first handled by our team member at Transport Scotland. They will then send it to a specific team within Academy9 so that your question can be answered. We will only use your personal information for the purpose of handling, investigating and resolving your issue. We will use the contact details you provided to respond to your correspondence. If you have raised any issues about a third party, we may use the contact details you have provided for them to investigate your issue.
What personal information we collect
We need enough information from you to answer your enquiry. If you contact us via email, we’ll need a return address for response.
Who we share your information with
Your enquiry will often need specialist advice, and will be passed to the relevant team for consideration and input.
In some circumstances we will share your information with other organisations. When we do that, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a lawful basis on which to share the information.
Visiting our website
We collect information about you when you visit our website, and when you interact with our pages. We also collect information when you provide feedback or use the ‘contact us’ form on our website.
What we do with information we collect from you when you visit our website
We use this information to:
- improve the site by monitoring how you use it
- respond to any requests or feedback you send us, if you’ve asked us to
- record and/or publish your response to a survey or consultation
- Fix any errors
What personal information we collect
Analytics
We use a third-party service, Google Analytics, to collect information on how you use the site, using cookies and page tagging techniques.
The information we – and Google – collect doesn’t identify anyone and is kept for a maximum of 38 months. If we do want to collect personally identifiable information through the site, we will be upfront about it.
Cookies
You can read more about how we use cookies, and how to change your cookies preferences, on our website, and the platforms we use.
Subscribing to our online platform
We collect your name and email address and subscription preferences when you sign up to online learning platform Teachable. We track how our emails are used – for example whether you open them, and which links you click on. The lawful basis we rely on to process personal data when you sign up to our online platforms is consent. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. You can unsubscribe from the online platform at any time by selecting the ‘unsubscribe’ link that appears in every email. Or when you are logged into your own account on Teachable, you can delete your account directly from there. Once you have unsubscribed, your details will be deleted immediately from the system.
Feedback
If you contact us asking a question or giving feedback, we collect your email address and any other personal data contained in your message.
We collect your feedback from our events using the survey123 platform. Names and email addresses are not collected as part of these pre and post event surveys.
Who we share your information with
We use Teachable to process our online platform. Teachable’s’ privacy notice outlines how they collect, use, share and process personal information.
We use Education Scotlands’ Glow connect – https://glowconnect.org.uk/ to host our Academy9 Website. Glow connects Privacy notice outlines how they collect, use, share and process personal information.
https://glowconnect.org.uk/privacy-policy-2/
We use survery123 to host our event survey forms. Survey123 privacy policy notice outlines how they collect, use, share and process personal information.
https://www.esri.com/en-us/privacy/overview
Links to other websites
When we link to other websites, we encourage you to read the privacy policy statements contained on those sites. Including those of our consultants and companies working on the Academy9 educational initiative
Changes to this privacy notice
We keep our privacy notice under regular review to make sure it is up to date and accurate. If this privacy notice changes in any way, we will update this page. Regularly reviewing this page ensures that you are always aware of what information we collect, how we use it and under what circumstances we share it with other parties.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at academy9@transport.gov.scot You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
