DATA PROTECTION NOTICE

Scottish Disclosures

Policy Statement

Updated 19th May 2025

Your Personal Data - What is it?

Personal data encompasses any information that can identify an individual. This includes details such as names, addresses, email addresses, phone numbers, and other data you provide through our website.

Who are we?

Scottish Disclosures (Scot Disclosures LTD) is a registered umbrella body for administrating Disclosure Scotland checks.

How do we process your personal data?

We process your personal data for specific purposes, including application processing, customer support and newsletter subscription. These activities involve collecting, storing, and using your personal data as outlined in this notice.

What is the legal basis for processing your personal data?

We process your personal data on the basis of consent and legitimate interest. We will only process your personal data if you have given us consent to do so, or if we have a legitimate interest in processing your personal data.

How long do we keep your personal data?

We will only keep 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.

Your rights and your personal data

You have the following rights with respect to your personal data:

• The right to be informed about the collection and use of your personal data
• The right to access personal data and supplementary information
• The right to have inaccurate personal data rectified, or completed if it is incomplete
• The right to erasure (to be forgotten) in certain circumstances
• The right to restrict processing in certain circumstances
• The right to data portability, which allows the data subject to obtain and reuse their personal data for their own purposes across different services
• The right to object to processing in certain circumstances
• Rights in relation to automated decision making and profiling
• The right to withdraw consent at any time (where relevant)
• The right to complain to the Information Commissioner

Further processing

We will not use your personal data for any purpose other than those outlined in this notice without obtaining your explicit consent.

Third Party Service Providers

We use the following third-party service providers to deliver our services:

• Akamai - for hosting our platform, see their relevant policies here: https://www.akamai.com/legal/compliance/privacy-trust-center
• Amazon Web Services - for secure document and image storage, see their relevant policies here: https://aws.amazon.com/trust-center/?nc1=f_cc
• Simple Analytics - see below
• Microsoft Outlook/Office 365 - for email communication, video calling, bookings, and chat, see their relevant policies here: https://www.microsoft.com/en-gb/trust-center/product-overview#Microsoft-365

Data Location

Data is securely stored in the United Kindom. Specifically:

• Akamai region: gb-lon (London)
• Amazon Web Services region: eu-west-2 (London)
• Microsoft 365 Exchange Online and Microsoft Teams: United Kingdom

Additionally, whenever your data are in transit between you and us, it is encrypted using SSL encryption and sent using HTTPS. Files which are uploaded to us are stored and are encrypted at rest using AES-256 encryption.

Sharing your personal data

We will never share your personal data with any third parties without your consent.

We will ensure that suitable data protection measures are in place for any such sharing.

Website Analytics

Scottish Disclosures uses Simple Analytics for website analytics. Simple Analytics collects and processes anonymous metrics and provides us with information to help us understand how visitors use our website and where our traffic comes from. Simple Analytics allows us to improve our website and create a better experience for our visitors. We do not track or profile visitors and we do not serve personalised advertising. We do not share this data with anyone. Simple Analytics is a privacy-friendly tool and does not collect your personal data. You can learn more about the way Simple Analytics processes data from its website.

Contact Details

For inquiries, concerns, or requests relating to your personal data, please contact us at: info@scottish-disclosures.co.uk. Please complete the subject line with "Personal Data Inquiry/Request".

Changes to this notice

We may periodically update this data notice to reflect changes in our practises or due to legal requirements. We recommend reviewing this notice periodically for the latest information.