Privacy Notice - Scottish AI Alliance Governance Group Applications July 2024

The Data Lab is committed to protecting your privacy.

The Data Lab is administered and hosted by the University of Edinburgh meaning that we are the same legal entity. The University of Edinburgh is a registered charity with registration number SC005336.

This privacy notice explains how we will use your personal data in connection with your application to our Scottish AI Alliance Governance Group.

The Scottish AI Alliance is the delivery mechanism for Scotland’s national AI Strategy. The Scottish AI Alliance’s delivery function is a strategic collaboration between the Scottish Government and The Data Lab. Its activities are funded by the Scottish Government and administered by The Data Lab. The Data Lab works in partnership with the Scottish Government to deliver this project. We are also assisted in delivering the Scottish AI Alliance’s activities by Governance Group which is made up of professionals from a wide range of organisations. The chair of the Scottish AI Alliance is Catriona Campbell who will also be the chair of the Governance Group.

Contact Us

The Data Lab is administering this application process. If you have any questions about this privacy notice please contact us at info@thedatalab.com with the subject line “Scottish AI Alliance Application Privacy Notice”.

Information We Collect From You

Personal Data Collected

“Application Information”: Personal data contained in your application to the role including your name, contact details, job title, details in relation to your work history, qualifications and any further personal data you provide to us in your application, CV or interview.

Reasons for Collection

In order to assess whether you are suitable for the role you have applied for and in order to contact you about your application and next steps.

If your application is successful, we will use your contact details to contact you in relation to the role going forward.

Lawful Basis

Contract / steps prior to entering a contract

Sharing Your Information

We will never sell or trade your personal data to others. We only share your personal data where it is reasonably necessary to properly administer our business and/or to comply with law.

We will share your Application Information with our Scottish AI Alliance colleagues at the Scottish Government and the Chair of the Scottish AI Alliance, Catriona Campbell.

For the purposes of data protection law, we are each “Data Controllers” and shall jointly process your Application Information for the purpose of jointly determining who to appoint to the role.

This Application Information is shared with these parties on the basis of our legitimate interests, our legitimate interests being that each party wishes to take part in this decision-making process due to the collaborative nature of the Scottish AI Alliance and each parties joint role in the Governance Group.

Each party shall only process your Application Information for the purposes of determining who to appoint to these roles and communicating with you in relation to this.

We have agreed with these parties that The Data Lab shall be your central point of contact if you have any questions or wish to exercise your data protection rights in relation to this processing. Please contact us at the details above if you have any queries.

For more information about Scottish Government, please see the Scottish Government privacy notice here: https://www.gov.scot/privacy/

In order to process your application, we may also share your personal data with software providers. We use software provides to enable us to administer our business. For example we use the Submittable platform to receive and assess your application and Microsoft Outlook for communicating via email.

Where it is necessary to comply with law or enforce our rights we may be required to share your personal data with regulators, government departments, law enforcement authorities, tax authorities, accountants, insurance companies, professional advisers, dispute resolution bodies or the courts.

International Data Transfers

The information we collect from you may be stored inside the UK, the European Economic Area (“EEA”) or outside the EEA

If you live or work outside of the EEA, we may need to transfer your personal data outside of the EEA to correspond with you. Where this applies, we will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this privacy notice.

We may transfer personal data outside the EEA where our service providers host, process, or store personal data outside the EEA. Where this is the case we use contractual arrangements and safeguards to protect this personal data and ensure the transfer complies with applicable law.

Retention of Your Personal Data

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.

If your application is unsuccessful, we will only hold your Application Information for up to 12 months after completion of the recruitment process.

Continuation of the Privacy Notice

Please find the second part of our privacy notice here: https://www.ed.ac.uk/data-protection/notice. This is the generic part of every University of Edinburgh privacy notice.