BIPC Glasgow

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.

You are giving us your personal information to allow us to:

• Administer, evaluate, and facilitate your participation in workshops, events, and one-to-one business support services delivered by BIPC Glasgow, including those provided by our Experts in Residence.
• To enable our Experts in Residence and BIPC team to contact participants directly with meeting links for online sessions (e.g. MS Teams) or to clarify and tailor the specific needs of your consultation, whether online or face-to-face.
• To manage registrations for all BIPC Glasgow events and workshops, including online and one-to-one sessions, which involves the use of third-party platforms like Eventbrite.
• Collect feedback and demographic data to support anonymised impact reporting by the British Library.
• Share limited personal and business data with Glasgow City Council’s Economic Development (ED) team to monitor the services they fund and to contact eligible participants about additional business support services.

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

The information we have received from you consists of the following:

• Name, email address, phone number, postcode, city, country.
• Business name, status, sector, number of employees.
• Event attendance and feedback.
• Demographic data (age bracket, gender identity, sexual orientation, ethnicity, disability status – all voluntary).

We rely on the following legal bases for processing your personal information:

• Necessary for the performance of a task carried out in the public interest by Glasgow Life.

If you do not provide us with the information we have asked for, then we will not be able to provide this service to you. 

For processing more sensitive personal information, the following condition applies:

• We also need to process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as outlined by law.

Please note the British Library relies on a legitimate interest basis for processing your data.

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.

Specifically, we share your information with:

British Library: Receives anonymised feedback data via Impact Reporting for service evaluation. No contact information is used for direct communication.

Glasgow City Council (Economic Development): Receives limited personal and business data (name, contact details, business info, age category) to monitor funded services and contact eligible participants.

Experts in Residence: To facilitate the provision of tailored business advice and support, we share necessary personal information (such as your name, phone number and email address) with the relevant Experts in Residence. This enables them to contact you directly with meeting links for online sessions (e.g. MS Teams) or to clarify and tailor the specific needs of your consultation, whether conducted online or face-to-face.

Information can also be shared across the council family.

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.

• Eventbrite: We use Eventbrite for the registration of our workshops, events, and one-to-one sessions, including those delivered online. When you register for a BIPC Glasgow event or workshop via Eventbrite, your personal data is processed and stored on their servers, which are located in the US. Eventbrite is certified under the UK Extension to the EU-US Data Privacy Framework, ensuring appropriate safeguards are in place for the international transfer and processing of your personal information.

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

Almost all Glasgow Life data is held within the UK.  Any overseas data transfers require additional internal approvals and we only send data overseas where we have been able to put in place measures to make sure that your personal information is as safe and respected in the overseas country, or countries in question, as it is in the UK. We will always respect your privacy and security if we transfer your data abroad.

Eventbrite stores personal data on US-based servers. Eventbrite is certified under the UK Extension to the EU-US Data Privacy Framework, ensuring appropriate safeguards are in place.

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.

• Feedback forms: up to 10 working days (paper) or 3 months (digital).
• Eventbrite: minimum of 6 years.
• Economic Development: up to 7 years.
• Impact Reporting held by the British Library: for the duration of the British Library contract plus 30 days.

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
• you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below
• 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.

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.

For more information on how your data is handled, please refer to:

• British Library Privacy Policy - https://www.bl.uk/privacy/
• Impact Reporting Privacy Policy - https://impactreporting.co.uk/legal/privacy-policy/
• Glasgow Life Privacy Policy - https://www.glasgowlife.org.uk/privacy
• Glasgow City Council Privacy Policy - https://www.glasgow.gov.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.