Who we are
Our website address is: https://socialworkscotland.org.
For email enquiries: admin@socialworkscotland.org
Last Updated: October 2024
This privacy notice explains how Social Work Scotland collects and processes your personal data, which is always done in accordance with the provisions of relevant data protection legislation, including the UK General Data Protection Regulation (GDPR).
What data do we collect?
Our website
We may collect, store and use the following kinds of personal information:
- Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, bulletins with time-sensitive information as required). Our website uses Google Analytics to collect information, and this information helps us understand how many people have visited the site and which pages are visited most often. We do not collect or store personal information in this way, and we cannot identify you as an individual through this third-party site.
- To send you information about events you have booked to attend.
- To collect your views and feedback on events and activities.
- To send you mailings and information about our work that might be of interest to you.
Membership
We collect your personal data when you apply for membership at Social Work Scotland. We will use your email address to send you mailings and information about our work that might of interest to you.
If you would like to unsubscribe to members communications, please send an email to admin@socialworkscotland.org and ask for your details to be taken off our database. Once you have unsubscribed, your personal data will be deleted immediately from the system.
Surveys
We collect names and job information from responses to surveys and evaluation forms we send out through Survey Monkey. In some cases, we might also collect your email address on selected surveys.
We may share some of your personal information with partnership organisations or subcontractors if we are jointly running a project, but we will do so only where we have a valid legal basis to share data. Any identifying personal information will not be made public by Social Work Scotland or the other organisation.
Events
When you sign up for an event (either through Eventbrite or by directly emailing us), we will use your details for the purposes of managing the event. In some cases, we will share your name and organisation on delegate lists circulated to attendees on the day. These will not include any contact details unless we have been granted your permission in advance.
Your email address may also be used to contact you for surveys related to the event you attended and to inform you of future Social Work Scotland events and activities, only if you give consent to do so.
Human Resources
When you apply for a job or a secondment at Social Work Scotland, we will hold your data for 6 months following the deadline for applications. Your data will then be destroyed.
We will retain the personal information of successful applicants for the period of their employment or secondment to Social Work Scotland, and beyond that, we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Why do we collect this information?
We use the information that you provide us with for one of the following purposes:
- To send out email alerts and news bulletins to those who are members of Social Work Scotland- our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.
- To record your response to a survey- our legal basis for doing so, is consensual and you have the right to withdraw your consent at any time.
- To record your attendance at one of our events- our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.
- To respond to your enquiries/feedback- when you email us, we will temporarily store your email address, in order to respond to your question or enquiry. We monitor any emails sent to us, including file attachments for viruses, phishing and malicious software.
- To improve the user experience on our website by monitoring how you use it- we do not collect or store personal information in this way, and we cannot identify you as an individual through this third-party service.
- If you have applied for a job/secondment with us, or you are employed by Social Work Scotland- our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.
- To process invoices and bills in your name- our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.
The personal data you provide us will only be viewed by the necessary Social Work Scotland staff, unless covered by subsequent sections of this policy.
Who do we share your data with?
We will only share your data as is necessary to provide our services, or where disclosure is required or permitted by law. Examples of organisations who may require us to disclose your personal data are Government Bodies and Law Enforcement Agencies. Otherwise, data will only be shared with third parties that we trust and only where there are appropriate arrangements in place for sharing data, i.e., data sharing agreements and/or data processing agreements. These parties are; our cloud storage provider, our I.T support company, our accountants and auditors, third party service providers, and other associated organisations for the purposes of completing tasks and services to you on our behalf (for example to send you mailings). However, when we use these third parties, we only disclose the personal information that is necessary to deliver the services. In this context, the personal data may be transferred to an EU or non-EU country in compliance with applicable rules and regulations.
For how long?
We keep your data on our system for as long as you are a current member of Social Work Scotland. If you decide to end your membership, or if your membership lapses, we will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including purposes of satisfying legal, accounting, and reporting requirements.
Security of your personal information
We will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
Analytics – This website collects personal data to power our site analytics, including;
- Information about your browser, network, and device
- Web pages you visited prior to coming to this website
- Your IP address
This information may also include details about your use of this website, including:
- Clicks
- Internal links
- Pages visited
- Scrolling
- Searches
- Timestamps
The below list details the cookies used in our website.
| Cookie | Description |
|---|---|
| _ga | The _ga cookie, installed by Google Analytics, calculates visitor, session and campaign data and also keeps track of site usage for the site's analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognize unique visitors. |
| _ga_6K3MK9GV9L | This cookie is installed by Google Analytics. |
| CONSENT | YouTube sets this cookie via embedded youtube-videos and registers anonymous statistical data. |
| cookielawinfo-checkbox-advertisement | Set by the GDPR Cookie Consent plugin, this cookie is used to record the user consent for the cookies in the "Advertisement" category . |
| cookielawinfo-checkbox-analytics | This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category "Analytics". |
| cookielawinfo-checkbox-functional | The cookie is set by GDPR cookie consent to record the user consent for the cookies in the category "Functional". |
| cookielawinfo-checkbox-necessary | This cookie is set by GDPR Cookie Consent plugin. The cookies is used to store the user consent for the cookies in the category "Necessary". |
| cookielawinfo-checkbox-others | This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category "Other. |
| cookielawinfo-checkbox-performance | This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category "Performance". |
| CookieLawInfoConsent | Records the default button state of the corresponding category & the status of CCPA. It works only in coordination with the primary cookie. |
| viewed_cookie_policy | The cookie is set by the GDPR Cookie Consent plugin and is used to store whether or not user has consented to the use of cookies. It does not store any personal data. |
| VISITOR_INFO1_LIVE | A cookie set by YouTube to measure bandwidth that determines whether the user gets the new or old player interface. |
| YSC | YSC cookie is set by Youtube and is used to track the views of embedded videos on Youtube pages. |
| yt-remote-connected-devices | YouTube sets this cookie to store the video preferences of the user using embedded YouTube video. |
| yt-remote-device-id | YouTube sets this cookie to store the video preferences of the user using embedded YouTube video. |
| yt.innertube::nextId | This cookie, set by YouTube, registers a unique ID to store data on what videos from YouTube the user has seen. |
| yt.innertube::requests | This cookie, set by YouTube, registers a unique ID to store data on what videos from YouTube the user has seen. |
Your Rights
You have rights in relation to your personal data and can ask Social Work Scotland to:
- Provide a copy of your personal data.
- Correct any mistakes in your personal data.
- In certain situations; delete your data.
You also have the right to complain to the Information Commissioner where you believe any alleged infringement of data protection laws have occurred. We would, however, appreciate the chance to deal with your concerns before you approach the Information Commissioner, so please contact us at admin@socialworkscotland.org in the first instance. If you still believe we have not handled by your personal data properly or have not complied with your rights, you can complain to the Information Commissioner. Contact details are available at: www.ico.org.uk
Policy amendments
We may update this privacy policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with the changes. If we make any significant policy amendments, we will notify you directly.
