General Privacy Notice

Glasgow Life is the operating name of Culture & Sport Glasgow, a Scottish Charity (Scottish Charity Number SC037844) and having its registered address at Commonwealth House, 38 Albion Street, Glasgow G1 1LH, is the controller of personal information collected for our processing purposes. See below for our contact details and our Data Protection Officer.

We only ask for the minimum personal data necessary to provide the service you request or are entitled to, and in most cases, includes but is not limited to, your name and contact details and other personal data required.

The purpose of processing is the service or entitlement for which the information is being collected, and your personal data will not be used for another purpose, unless further specified on the form collecting the information, or otherwise provided to you as appropriate, or as provided for by law.

Please refer to the specific purposes on the form for further processing of your information.

We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

Processing non-sensitive personal information is carried out under one or more of the following:-

1. Necessary for the performance of a task carried out in the public interest by Glasgow Life
2. Necessary for the performance of a contract with you (or to take steps to enter into a contract with you)
3. Necessary for compliance with a legal obligation to which Glasgow Life is subject
4. On the basis of your consent
5. Necessary to protect the vital interests of you or another person
6. Necessary for the legitimate interests of Glasgow Life or a third party, except where such interests are overridden by your interests, rights or freedoms.

If you do not provide us with the information, we have asked for based on (a) public task or (b) contract then we may not be able to provide the service you request or are entitled to.

Please refer to the specific legal basis relied upon for the specific processing purposes that is further stated on the form.

Any special category data or criminal convictions and offences data (sensitive data) collected must be processed under an additional lawful condition. If this is being processed it will be specified on the form.

We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose. We are legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate. Information is also analysed internally in order to provide management information, inform service delivery reform and similar purposes. This is in accordance with our Information Use and Privacy Policy and the Privacy Statement set out in full on our website.

If any specific sharing of your information is to be carried out with other parties this will be stated on the form along with the legal basis being used. 

In order to provide services to you, we may need to appoint other organisations to carry out some activities on our behalf. These may include, for example, payment processing organisations, delivery organisations, mailing houses and contractors or consultants providing services to Glasgow Life (or directly to service users) where we need to provide them with personal information to allow them to provide these services on our behalf. We select these organisations carefully and put measures in place to make sure that they only follow our instructions when processing your personal information.

We will not sell or rent your information to any third-party organisations. 

We will always respect your privacy and security if we transfer your data abroad. This will be stated on the form along with the details of the safeguards we have in place. Glasgow Life will not transfer your personal data to other countries or international organisations without adequate data protection.

Depending on age requirements or the nature of service requested, where it is necessary to process a child’s personal information on the basis of consent, we may need the consent of the person with parental responsibility for the child. This will be specified on the form if applicable.

If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to Glasgow Life. We will only use this information to respond to your comment, compliment, or complaint. If they want any more information on how we will use their information they can visit our web site at www.glasgowlife.org.uk/privacy

You may choose to opt in or to restrict the collection or use of your personal information for direct marketing purposes, which includes personalisation. Whenever you are asked to fill in a form, look for the box that you can tick to indicate that you consent to hear from us. If you have previously consented for marketing purposes, you can withdraw your consent by contacting us, or for every electronic marketing message we send you, there is also an unsubscribe link, and where applicable, a link where you can update all your preferences and personalisation options in a user preferences control portal.

We do not intentionally contact children under 13 without the consent of the person with parental responsibility (see children's data above). Keep in mind, even if you unsubscribe, we may still need to contact you.

A payment card or direct debit instruction can be presented by a user, to a payment processing service or device which we subscribe to. We do not process the card number details directly but do store bank account details where you have requested that we collect payment by direct debit. For one-off card payments on behalf of a cardholder, our staff may occasionally enter payment card details into a payment processing service or device. If our staff enter cardholder details on behalf of the user, it is entered only as instructed and not recorded or stored in any permanent form.

We understand that you care about your privacy and we take this responsibility seriously. Glasgow Life will always respect and treat your personal information with the due care that you have entrusted us. We promise to take all reasonable steps to keep your details secure by ensuring appropriate technical and organisational measures are in place to safeguard your information.

Some information is analysed after collection and during use to provide anonymised statistical information to help improve services, monitor equality and other similar purposes. This is carried out with safeguards in accordance with our Information Use and Privacy Policy.

We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need. Glasgow Life maintains a records retention and disposal schedule which sets out how long we hold different types of information for. This is available on our website at www.glasgowlife.org.uk/rrs.

Access to your information – you have the right to request a copy of the personal information that we hold about you.

Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – you have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained;
• we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information;
• you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below; or
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – you have the right at any time to tell us to stop using your personal information for direct marketing purposes.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information, but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to using your information – where we use your personal information with your consent you may withdraw that consent at any time and Glasgow Life will stop using your personal information for the purpose(s) for which consent was given.

Please contact us if you wish to exercise any of these rights.

For general enquiries, queries or exercising your data protection rights, you can contact Glasgow Life by:

• Post: 38 Albion Street, Glasgow, G1 1LH
• Telephone: 0141 287 4350
• Email: info@glasgowlife.org.uk

We aim to resolve all complaints about the way Glasgow Life processes your personal information. You can contact our data protection officer about any data protection matter but you also have the right to complain to the Information Commissioner’s Office (ICO). Contact details for our data protection officer and the ICO are available on our website at www.glasgowlife.org.uk/privacy/data-protection-concerns.

Please note if your complaint is not about a data protection matter or concerns the handling of your personal information, please contact us using the complaints procedures in place at www.glasgowlife.org.uk/commentsandcomplaints.

• To learn more about how we handle your personal information, please visit: www.glasgowlife.org.uk/privacy
• If you need help in another format, such as large print, braille or audio, please ask a staff member, contact us or visit: www.glasgowlife.org.uk/accessibility

Glasgow Life (and its sub-brands) are operating names of Culture and Sport Glasgow (“CSG”) a Scottish charity (No SCO37844) incorporated under the Companies Acts and limited by guarantee, registered in Scotland with Company No SC313851. Culture and Sport Glasgow (Trading) CIC (“CSG CIC”) is a trading subsidiary of CSG, a community interest company, registered in Scotland with Company No SC313850. CSG and CSG CIC (registered office at 38 Albion Street, Glasgow, G1 1LH) are collectively referred to by CSG’s operating name “Glasgow Life” for the purposes of our Privacy Statement and privacy notices (available at www.glasgowlife.org.uk/privacy). Glasgow Life delivers cultural, sporting and learning activities on behalf of Glasgow City Council, inspiring Glasgow’s citizens and visitors to lead richer and more active lives.