The Data Lab – Scottish AI Alliance – Workshop Participant Privacy Notice
The Scottish AI Alliance is administered by The Data Lab. The Data Lab has commissioned The Democratic Society Limited (company number 05787839) (“Democratic Society”) to carry out workshops as part of its research in relation to AI.
This privacy notice sets out how personal information will be collected about you if you participate in, or apply to participate in, a workshop.
As a Scottish Innovation Centre, 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 and is registered with the Information Commissioner’s Office under registration number Z6426984.
In terms of data protection law, The Data Lab (i.e. the University of Edinburgh) will be the “controller” of the personal information noted below and Democratic Society will be the “processor”.
This privacy notice applies only to participation in these workshops. The Data Lab has other privacy notices which will apply when you engage with The Data Lab in other ways, for example via use of our website - https://thedatalab.com/privacy-policy/
If you have any questions about this privacy notice, please contact info@thedatalab.com with the subject heading “Privacy Notice”.
1. Information about you
Information Collected - Contact Details: Name and Email Address
Reasons For Collecting It - This information is required in order to contact you about your participation in the workshop.
Legal Basis - Contract or steps taken prior to entering into a contract
Information Collected - Banking details
Reasons For Collecting It - This information may be collected to enable payment, where applicable, for participation in the workshop
Legal Basis - Contract or steps taken prior to entering into a contract
Information Collected - Demographics Information: Local authority area, age and gender
Reasons For Collecting It - This information is collected to assist us in ensuring diverse and inclusive participation as this work is to co-create and co-develop, with diverse and under-represented communities, design principles and mechanisms for the Scottish AI Alliance’s community engagement programme. It is important that we can assess whether the research we carry out is inclusive and representative of a diverse range of people.
Legal Basis - Legitimate interests
Information Collected - Optional Demographics Information: Ethnicity, sexual orientation, disability information, education level, employment status.
Please note provision of these categories of information is optional and you may still participate in the workshops without providing these details.
Reasons For Collecting It - The Data Lab collects this information to assist us in ensuring diverse and inclusive participation as this work is to co-create and co-develop, with diverse and under-represented communities, design principles and mechanisms for the Scottish AI Alliance’s community engagement programme. It is important that we can assess whether the research we carry out is inclusive and representative of a diverse range of people.
Legal Basis - Substantial public interest – to ensure equality of opportunity or treatment
2. Disclosure of Personal Information
We will never sell or trade your personal information to others.
As noted above, we have contracted Democratic Society to carry out these workshops on our behalf. They will therefore collect the personal information from you. We have a contract in place with Democratic Society which obliges it to keep your personal information secure and not share it with others. Democratic Society will provide reports to us on the workshops with the information aggregated and anonymised, so The Data Lab shall not have access to your personal information.
The following third parties may also have access to your information:
Regulators, government departments, law enforcement authorities, tax authorities, accountants, insurance companies, professional advisers, dispute resolution bodies or the courts – where necessary to comply with law or enforce or rights.
Software providers: Democratic Society will use software providers to collect and store your information including Microsoft Forms, SharePoint and Office360.
3. Retention of Personal Information
Your personal information will be deleted by Democratic Society on completion of its research work and reporting to The Data Lab, prior to the end of March 2023. The Data Lab will not store your personal information and will only store the information in a fully anonymous, aggregated format.
4. Data Protection Officer
Our Data Protection Officer can be contacted at:
Email: dpo@ed.ac.uk
Governance and Strategic Planning
University of Edinburgh
Old College
Edinburgh
EH8 9YL
5. Questions or Complaints
If you have any questions about this privacy policy, please contact skills@thedatalab.com.
If you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office (ICO), but we ask that you please raise the issue to skills@thedatalab.com or with our Data Protection Officer first.
6. 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.