Privacy Policy

This privacy policy tells you what to expect when the NHS Scotland Events Team at Scottish Government collects your personal information.

Why we collect personal data

We gather this information in order to:

  • improve the site by monitoring how you use it
  • respond to any feedback you send us, if you've asked us to
  • send out email alerts to those who have requested them
  • The personal data you send us can be viewed by authorised people in the Scottish Government, supplier organisations, agencies and public bodies.

Data we collect

1. Visitors to our websites

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 up front about it.

2. Email alerts

We collect your email address, name and subscription preferences when you sign up to our email alerts. We also track how our emails are used - for example whether you open them and which links you click on.

If you've signed up for email alerts, you can unsubscribe or change your settings at any time by selecting the 'unsubscribe' link that appears in every email.

Once you have unsubscribed, your details will be deleted immediately from the system.

3. 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. If you contact us asking for information, we may need to contact other government bodies to find that information.

Links to other websites

When we link to other websites, we encourage you to read the privacy policy statements contained on those sites.

4. Registration for the NHS Scotland Event

How do we Collect Your Information?

We collect information from you when you register to attend the NHS Scotland Event or when you submit a poster abstract for consideration to display at the Event.

What Type of Information is Collected from you?

The personal information that we collect may include your name, your email address, your contact number, your address, your place of work, your job title and your IP address. If you are making a payment online, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure capture and processing of credit/debit card transactions.

How is Your Information Used?

We may use your information to:

  • Process your registration to attend the NHS Scotland Event.
  • Update you on plans and arrangements for the NHS Scotland Event.
  • Seek your views or comments on the NHS Scotland Event.
  • Process your poster abstract submission.
  • Update you on your poster abstract submission and any associated arrangements.

We review our data retention periods on a regular basis and will hold your personal information on our systems for as long as is necessary for the relevant activity.

We may contact you about future NHS Scotland Events unless you have opted out of receiving this information at the point of registration.

Who has Access to Your Information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: we may pass on your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks associated with your registration and/or poster abstract submission. When we use third party service providers we will only disclose the personal information necessary to deliver the service.

Exhibitors and Sponsors: your name, job title and institution may be made available to exhibitors and sponsors at the Event.

Accessing and Updating Your Information

The accuracy of your information is important to us. If you change email address or any of the information we hold is inaccurate or out of date please contact us at:

You have the right to ask for a copy of the information the NHS Scotland Events team holds about you.

Security Precautions

When you give us personal information, we take steps to ensure that it is treated securely. Credit and debit card information is not held by us it is collected by our third party payment processors, who specialise in the secure capture and processing of credit/debit card transactions.

Where we have given or you have chosen a password to access certain parts of our websites you are responsible for keeping this password confidential.

Our websites may contain links to websites run by other organisations. This privacy policy applies only to our website. If you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of third party sites.


This site places small files, known as 'cookies', onto your computer to collect information about how you browse.

These cookies aren't used to identify you personally.

You will normally see a message on the site before we store a cookie on your computer. Find out more about how to manage cookies.

Measuring site usage

We use Google Analytics to collect information about how you use We do this to help make sure the site is meeting your needs and to help us make improvements.

We store information about:

Any information we get is received in a way that we can't identify anyone by it. For example, we never receive your name or address.

We don't make any attempt to find out the identities of people visiting, and we don't allow Google to do this either.

All information we get through cookies and analytics will be treated in confidence. We will never sell, trade or give your details to third parties, unless we're required to do it by law.

Find out more about security and privacy in Google Analytics.

Opt out

You can opt out of Google analytics cookies.

Your rights

You have a right of access to any personal data we hold about you, by making a Subject Access Request (SAR).

In addition, if you believe that the data we hold is inaccurate or incomplete you can ask us to update our records. If you are unhappy with the way in which we process your personal data you can request that we stop or restrict the processing we complete using your personal data or ask us to delete the personal data we hold about you.

Find out more about your rights on the Information Commissioner's site.

In some circumstances we may not be able to comply with your request. This is because some of these rights are conditional and can only be applied in certain circumstances and/or where there is no compelling reason to continue to process your personal data.


Data Protection Officer
Victoria Quay
Commercial Street


If you feel we have been unable, or unwilling, to resolve your information rights concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). The ICO are the supervisory authority responsible for data protection in the UK.

For further information, including independent data protection advice and information in relation to your rights, you can contact the Information Commissioner at:

The Information Commissioner
Wycliffe House
Water Lane

Tel: 08456 30 60 60

You can also report any concerns here: