Last updated 31 March 2025
What personal information do we collect about you?
When you apply for funding we may process personal information contained in your funding application, supporting information and Creative Scotland’s reports e.g. End of Project Report which may include your:
- Name
- Contact information which may include email address, phone number, postal address
- Sensitive personal information which may include your gender, ethnicity, health and sexual orientation
- Supporting application information which may identify you e.g. photograph
- CV (if applicable)
- Banking information for successful applicants e.g. account number. See our Banking Details page for more information
- Electronic signature for successful applicants e.g. contained in the Funding Agreement between Creative Scotland and the successful funding applicant
- Regarding a Creative Scotland Funding Applicant’s recruitment of a CEO - Names of CEO applicants in advance of any vacancy shortlisting
What are our purposes for processing your personal information?
Creative Scotland’s purposes of processing a Funding Applicant’s personal information and sensitive personal information may include:
- provision of 'Access Support' as specified in Creative Scotland's Funding Guidance
- assessing the Funding Applicant’s application for funding;
- entering into a funding agreement with successful applicants;
- applying to Creative Scotland’s Locked-Box Scheme - applicable to Screen Scotland funding application process
- assessing and evaluating funding projects e.g. monitoring reports, End of Project Report;
- working with a third party(s) with specific sector expertise (with whom Creative Scotland will enter into a contract) to participate as a panel member in funding application assessment panel meetings;
- working with a third party(s) with specific sector expertise (with whom Creative Scotland will enter into a contract) to assess your funding application;
- working with an independent research agency (with whom Creative Scotland will enter into a contract), to undertake research and create an evaluation and statistical report relating to the programme / project and/or impact of the programme / project;
- working with an independent research agency (with whom Creative Scotland will enter into a contract) to undertake research and evaluation of the application process e.g. to make improvements;
- share your contact information with selected agencies e.g. Environment (with whom Creative Scotland will enter into a contract). The agency may make contact with you to request information relating to your project and work with you to create and provide statistical information for reporting purposes;
- helping us create anonymous statistical reports to identify and support under-represented groups, equal opportunities and prevent discrimination;
- maintaining contact with respective local authorities and partner organisation(s) in local authority areas - applicable to the Visual Artist and Craft Maker Awards (VACMA) only;
- to participate as an observer in assessment panel meetings - applicable to VACMA only;
- requesting anonymised statistical reports regarding VACMA funding applications processed by the local authority and partner organisation(s) in local authority areas e.g. number of applications received, equalities data (anonymised) for research purposes;
- publishing reports provided to Creative Scotland by an external research agency;
- publishing a contacts list containing the name and email address of the Funding Applicant’s point of contact and the Funding Applicant’s name –applicable to the YMI Formula Fund only;
- regarding the recruitment of a Creative Scotland Funding Applicant’s CEO - to ensure CEO applicants being considered are appropriate candidates for an organisation that receives public funding. Creative Scotland is not seeking to be part of the recruitment process, the selection process and appointment itself is the responsibility of the respective organisation;
- developing case studies for publication – see Case Studies section of this Privacy Notice;
- publishing information regarding the award made to the Funding Applicant on Creative Scotland’s website and more widely for transparency and accountability purposes;
- inviting the Funding Applicant to participate in promoting, featuring and publicising the programme/project;
- inviting the Funding Applicant to participate in sector related development programmes;
- inviting the Funding Applicant to attend related cultural events; and
- responding to requests for information received by Creative Scotland from the media otherwise than under Access to Information Laws.
What is our legal basis for handling and using your personal information?
Public Function - in the performance of tasks carried out in the public interest or in the exercise of Creative Scotland’s official authority as Controller including under the Public Services Reform (Scotland) Act 2010
Contract – we need to use your personal information to perform a contract with you, including taking steps to enter into a contract with you e.g. Funding Contract for successful funding applicants.
Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
- Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
- System development and enhancement;
- Record management arrangements;
- Sharing personal data with selected agencies;
- Processing personal information received / obtained from a third party source e.g. mailing list information; and
- Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.
How long will we keep your personal information?
Successful applications - 7 years
Unsuccessful applications – 5 years
Withdrawn applications – 1 year
Ineligible applications – 1 year