What’SUP? Scotland will collect and process your personal data, and special category data (for the purpose of reasonable adjustments), in accordance with the General Data Protection Regulation (GDPR) and any regulatory requirements as specified by What’SUP? Scotland’s Regulatory Bodies.

What’SUP? Scotland collect your personal data in the following way(s):

• Information you provide to us directly. We collect personal information directly from you, when you complete forms for one of our courses, make enquiries about our courses / services, or when you communicate with us via telephone, email, letter, or social media.

What’SUP? Scotland process and store your data for the following purposes:

• Provide and administer services, products, or information you have enquired about.
• The delivery, assessment, and award of the qualification / course you have chosen to undertake.
• Marketing our services to new and existing customers where you consent.
• Monitor and evaluate the provision of our services / courses.
• Offer opportunities for research and skill development.
• Equal opportunities monitoring.

What’SUP? Scotland will not sell, pass on, or make available your personal, or special category data, to any other person or body outside the administration and award of the qualification / course you have chosen to undertake, excluding when specific consent has been obtained (for example, in the case of photographs and video recordings).

What’SUP? Scotland will undertake the following administrative activities in relation to the processing and transfer of your personal and special category data:

1. What’SUP? Scotland collect your name, date of birth, e-mail address, postcode, gender, and telephone number for the purposes of delivering, administrating, and awarding / certificating the qualification / course you have chosen to undertake. 
2. What’SUP? Scotland offers you the ability to apply for a reasonable adjustment should you have a disability, learning need, medical condition that may affect your ability to undertake the qualification’s assessment.  The data collected for this purpose is called special category data.  What’SUP? Scotland will only collect and process this special category data provided by you and for the purposes of recording and awarding reasonable adjustment for the qualification / course you are undertaking at the time of providing the data.
3. Such personal data and special category data will not be used by What’SUP? Scotland for any purpose other than the delivery, assessment, administration, and quality assurance of the course / qualification undertaken and for maintaining appropriate records in line with Regulatory Body requirements. 
4. Personal data and special category data is collected within course paperwork / documentation prior to and during course delivery. The data will be transferred to What’SUP? Scotland’s online administration system, and all records will be maintained / disposed of in line with the What’SUP? Scotland Data Protection Policy. The transfer of participant data to What’SUP? Scotland is required as part of the process of the administrating, awarding, and quality assurance of the course / session / qualification being undertaken.
5. What’SUP? Scotland aims to ensure that appropriate physical, technical, and managerial controls are in place to protect any personal information you may provide to us.  All staff / volunteers are trained on handling data securely.
6. Where a certificate is issued by an awarding body, normally in the case of a regulated qualification, we will be required to securely transfer your personal data to the awarding body for them to verify and issue your certificate / award / qualification. The data will only be used for this purpose and for anonymised statistics requested by the Regulatory Bodies.
7. What’SUP? Scotland is required to respond to information requests from Regulatory Bodies. Should your data be required to be transferred to the Regulatory Body, What’SUP? Scotland will do so in line with its Data Protection Policy. The same process will be used if What’SUP? Scotland is legally required to transfer data as part of a legal investigation to a legal authority.
8. What’SUP? Scotland, on occasions, will ask if you consent to having your image taken via photography and video recording for the purposes of promoting the services we offer and, when required, for the purposes of monitoring your trainer / assessor as required by Regulatory Bodies.
9. If you have not reached the age of 16, you may first wish to discuss this Privacy Notice with your parent, guardian, or carer.
10. What’SUP? Scotland will retain your personal and special category data indefinitely to:

• Provide confirmation of your achievement / attendance of a course / qualification at any point in the future, should it be required. 
• Continue to provide / offer our services.
• Maintain and carry out the reporting of our records.
• Comply with legal obligations.

An individual can request that their data is deleted at any stage by contacting What’SUP? Scotland in writing, via letter or email at:

What’SUP? Scotland, Balmalcolm Den, Balmalcolm, Cupar, Fife, KY15 7TJ

hello@whastupscotland.org.uk 

1. Under the GDPR you have certain rights in respect of your personal and special category data. Not all GDPR rights are applicable due to the limited way in which What’SUP? Scotland holds and processes your data, but the following rights are appropriate:

• Right to access the information we hold on you. This will be provided to you free of charge within one calendar month of your request being received by What’SUP? Scotland.
• Right to rectification. Should any of the data What’SUP? Scotland hold on you be incorrect you have the right for this to be rectified. What’SUP? Scotland will always strive to enter data accurately, but should you notice an error, please contact What’SUP? Scotland and we will rectify any inaccuracies.
• Right to erasure. What’SUP? Scotland are required to process your data (name, email address, date of birth, gender, and postcode if given), and special category data (in the case of a reasonable adjustment being awarded due to a medical condition, disability, or learning need), to administrate the award / qualification / session. What’SUP? Scotland are also required to maintain the records of your training. Should you wish for your data to be deleted What’SUP? Scotland will do so upon reasonable request providing it is no longer required to maintain a record of your training.