VIBES Scottish Environment Business Awards Privacy Notice
Who we are
VIBES Scottish Environment Business Awards (“VIBES”, “we”, “us” or “our”) is a partnership between Scottish Environment Protection Agency (SEPA), The Scottish Government, Energy Saving Trust (EST), Highland and Islands Enterprise (HIE), Scottish Enterprise (SE), South of Scotland Enterprise (SOSE), Scottish Water, Zero Waste Scotland (ZWS) and NatureScot.
VIBES is further supported by CBI Scotland, the Institute of Directors (IoD), Federation of Small Businesses (FSB), Bright Green Business, Scottish Council for Development and Industry (SCDI) and the Scotch Whisky Association.
VIBES day to day activity is managed by SEPA on behalf of partners listed above.
How we use your personal information
For more information on how SEPA handles personal information, please see also our General privacy notice at https://www.sepa.org.uk/help/privacy-policy/
This privacy notice explains how we collect and use personal information provided when taking part in VIBES judging process or attending VIBES events.
For data protection purposes, SEPA acts as the data controller for the personal information submitted via VIBES website or online registration systems used for application or attendance to event purposes.
The legal basis for processing this information is that we obtain your consent when you submit personal information via those pages. You can withdraw your consent at any time, please see Withdrawing consent to using your information below.
When applying for VIBES, you will be asked for the following personal information
- Your name
- Your email address
When registering to attend a VIBES event, you might be asked for the additional personal information
- Dietary requirements
- Accessibility needs
This information and the content of your message will be held securely on SEPA systems.
How we share personal information
Your name and email collected through VIBES application process will be shared with VIBES Partners for judging purposes.
Your name and email may be shared with our supporting organisation to provide information on the support/services they can provide to businesses/organisations if you have agreed to this on the application form.
Your name and email may be shared with our PR company, Event Management Team, Videographer, and award creator for the purpose of VIBES events and communication purposes.
Your name, dietary requirements and accessibility needs may be shared with venues and event management teams only for the purpose of the service.
Any sharing will be carried out lawfully and securely in accordance with the Data Protection Principles. Information will be sent by secure means.
Our Partners, Supporters and Contractors will then handle and process your personal information under the terms of their individual privacy notices.
How long do we keep your data?
Application forms are kept for 10 years for judging purposes.
Your name and email will be kept as long as VIBES is run for information purpose on VIBES application process, invitation to events, invitation to speak at events and provide business support information.
You can withdraw your consent at any time, please see Withdrawing consent to using your information below.
Information – You have the right to clear information about how we collect and use your personal information – this privacy notice is one example of how we do this
Access – To request a copy of your information, please complete the Data Subject Access Request Form or contact firstname.lastname@example.org.
Correction – You have the right to ask for any personal information that is inaccurate or incomplete to be corrected
In certain circumstances, you will have the following extra rights:
Erasure – You have the right to ask for your personal data to be deleted under certain circumstance
Objection to processing – You have the right to object to our use or your personal information under certain circumstances
Restriction on processing – If you make an objection, our use of your personal information may be temporarily suspended whilst we deal with your request
Portability – You have the right to ask for a copy of your personal information in a machine readable format to pass to another organisation under certain circumstances
SEPA has a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact SEPA’s Data Protection Officer, Alison M. Mackinnon at email@example.com or by calling 03000 99 66 99 and ask to speak to the Data Protection Officer.
Correcting your information
If you have provided your name, email address, organisation name and/or area of interest you can update this information by contacting us firstname.lastname@example.org
Withdrawing consent to using your information
Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given. You can request that we remove your information by contacting us email@example.com.
Changes to our privacy notice
We keep this privacy notice under regular review and will place any updates on VIBES website. Paper copies of the privacy notice may also be obtained by contacting us firstname.lastname@example.org
We seek to resolve directly all complaints about how we handle personal information, but you also have the right to lodge a complaint with the information Commissioner’s Office. They can be contacted at https://ico.org.uk/concerns/ or 0303 123 1113
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This privacy notice was last updated on January 2023.