Libraries, Museums and Galleries Events Photography and Filming Privacy Notice

When you attend a Libraries, Museums and Galleries Event we may require to collect some personal data from you.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for.  This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

When you agree to take part in a South Ayrshire Libraries, Museums and Galleries Event, to have your image/video footage taken for promotional and publicity purposes, we will need to collect some personal information from you as well as any image/video footage. We will need information relevant to the Event and to allow us to contact you regarding your involvement. 

The personal data we may need to collect from you, dependent upon the event and the marketing of that event is:

• Name
• Child's Name
• Address
• Email address
• Telephone number
• Photographic images/Video images

How will we use your information?

We may use your name, address, email address, or telephone number to contact you relevant to the Event and activities, e.g. raffle, competition.  If you enter a raffle or competition, we will contact you only if you win the competition.  Your name/child's name and photographic or video images will only be used for the purposes explained in the Libraries, Museums and Galleries Event website and the attendance / agreement form which you will be asked to complete. 

For adults who do not wish to be photographed, staff will give them the opportunity at the beginning of the Event to identify themself.  Children at Events who are not to be included in photographs or videos will be given a badge with an identifier, which the photographer will be aware of and will not take any images of these children.

What is the legal basis for using/sharing your information?

Our legal basis for processing your personal data is you have freely given your consent to the processing of your personal data for one or more specific purposes as described in the completed agreement form. You can withdraw your consent in whole or in part at any time.  If you wish to withdraw your consent, please let us know by contacting carnegie.library@south-ayrshire.gov.uk. 

Please note, once information has been shared, it cannot be unshared. For example, if you have agreed that we can use your image on social media or a magazine, we cannot retract that use. We can however ensure we no longer use your image in the future, should you choose to withdraw consent.

Who will we share your information with?

We will not share your address email address or, telephone number with any third party and this data will only be used by us to contact you regarding the Event and the purposes for using your image.

Your name, photograph or video, depending on the purpose you have agreed to, may be posted on South Ayrshire Council's external website; distributed through Council Social Media platforms, e.g. Twitter, Instagram, Facebook and YouTube; published within South Ayrshire Council Live Magazine; or used for promotional purposes in our Libraries, Museums and Galleries.

We may share your image with a third party, e.g. the Scottish Libraries and Information Council, Scottish Book Trust - this will only be shared with your prior written permission.

How long do we keep hold of your information?

We will keep your personal data for a period of three years, or less if you chose to withdraw your consent.  We will seek to refresh your consent every three years. 

Please note, that if your image enters the public domain it cannot then be deleted by the Council, e.g. if it is used in a magazine or in the press.

What are your rights?

You can ask us to:

• correct your personal information if it is inaccurate;
• complete your personal information if it is incomplete;
•  restrict the processing of your personal information in certain circumstances; and
•  erase your personal information in certain circumstances.
• You also have the right to object to the processing of your personal information.

What are the consequences of failing to provide personal information?

Where the provision of your information to the Council is a statutory or contractual requirement, or a requirement necessary to enter into a contract, you are obliged to provide the information. Consequences of failing to provide your personal data may result in you being unable to take part in the Libraries, Museums and Galleries Events.

What about Automated Decision- Making?

Our service does not use automatic decision making.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer 
South Ayrshire Council    Email: DataProtection@south-ayrshire.gov.uk
County Buildings
Wellington Square           Telephone: 01292 612 223
Ayr
KA7 1DR   

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (https://ico.org.uk/for-the-public/):

Information Commissioner's Office - Scotland
Queen Elizabeth House                                       Email: Scotland@ico.org.uk
Sibbald Walk                                                       Telephone: 0303 123 1115
Edinburgh
EH8 8FT