Privacy policy

Privacy policy

Privacy Policy – 21 May 2018

Our Privacy Commitment to you

At VisitAberdeenshire we are committed to respecting your privacy, keeping your data safe and not doing anything with it that you wouldn’t reasonably expect.

This privacy policy describes how we collect and use your personal information. We’ve updated our privacy policy and we’ll update it again from time to time when further changes come into effect, so please check back in - you can see the date it was last changed above.

If you have any questions, please contact us at info@visitabdn.com.

What this Privacy Policy will tell you:

  • The information we collect
  • How we will use it
  • Where we collect it from
  • How long we store it
  • Our legal basis for processing your personal data
  • Digital services
  • Your rights and how you can see, update or delete your personal data

What information do we collect and what do we use it for?

Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, and telephone number as well as information relating to interests and activities.

We will use your data to:

  • Provide you with the services, products or information you asked for
  • Send you information about Aberdeen and Aberdeenshire we believe is most relevant to you
  • Keep a record of your relationship with us
  • Ensure we know how you prefer to be contacted
  • Understand how we can improve our services or information
  • If you enter your details onto our online forms, and you don’t ‘submit’ the form, we will not retain the information that you have entered
  • Manage events

Where do we collect your information from?

We collect information in the following ways:

When you give it to us directly: You may give us your information in order to enter one of our competitions, sign up to one of our events, use the online itinerary builder, sign up to our newsletter, or communicate with us via the contact web form.

When you give consent to third party organisations to share your personal data with us:

This information depends on your privacy settings and the responses you gave the third party at that time.

Our Digital Services 

Cookies

Like most websites, we may use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

We may also use Google Analytics to monitor web traffic, however this data is anonymised and we cannot identify individuals. You can find out more about Google Analytics here.

Social Media

When you use a social media platform and interact with VisitAberdeenshire, you do so by consenting to the terms & conditions of such platforms.  This can include Facebook, Twitter, Instagram, LinkedIn, Pinterest, YouTube and Google+.  For more information, please see their individual Privacy Polices.

If you use #beautifulABDN or #visitABDN on any social media platform it gives us the right to repost and your post may potentially appear within our marketing materials.

Building profiles and targeting communications

We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for those who are engaged with us.  Profiling also allows us to target our resources effectively, so we don’t waste them, or your time. Understanding your interests and needs helps us to make appropriate requests.

When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.

In addition, by using cookies and related technologies as described above, we also may permit certain third party companies such as Facebook Pixel to help us tailor advertising that we think may be of interest to users and to collect and use other data about user activities on our Sites and/or Services (e.g., to allow them to tailor ads on third party services).

Facebook may deliver ads that might also place cookies and otherwise track user behaviour. Facebook may use information about user behaviour in order to provide customised advertisements across various services and products. In the course of providing these services, products or placing advertisements, Facebook may place or recognise a unique cookie on your computer and may record information to these cookies based upon your activities on any of our Sites and/or Services and on third party websites.

Facebook uses this cookie information according to their own privacy and security policies which you can find out more about here.

eNewsletters and Invites

We send out occasional emails to inspire and let you know about what’s on in Aberdeen and Aberdeenshire, including relevant newsletters and event invites. To provide these newsletters, we request contact details including but not limited to - your email address, country, and postcode.

We will only collect this data when we have your consent and retain it on a secure database. We store this data for 5 years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within one month.

We make it easy for you to tell us how you want us to communicate, in a way that suits you. We include information on how to update your preferences or opt out when we send you marketing. If you don’t want to hear from us, that’s OK.  Just click unsubscribe or let us know on info@visitabdn.com.

Competitions

We frequently run competitions and prize draws across our digital channels. Prizes may include travel, accommodation, entry in to attractions or festival and event tickets. You can enter these competitions through our website or on our social media channels. We process this data as part of our contract to you and will retain it for 2 months after the competition has closed.

On entering our competitions/prize draws you will have the option to also sign-up to our newsletter. Please note, this is not mandatory in order to enter our competitions and you can unsubscribe at any time from our newsletters. We will never share your data unless you opt-in to receiving newsletters from our prize partners. However, there may be the need to share limited personal data with our competition partners for the purposes of the competition only e.g. name for ticket collection.   

Right of Access

VisitAberdeenshire will be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a 'right of access' request.  More information can be found at https://ico.org.uk.

If we do hold information about you, we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell how long we keep in for and the lawful basis for doing so;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in an a commonly used electronic format, unless the individual requests otherwise.

Working with us

VisitAberdeenshire is the officially recognised destination management organisation (DMO) for the city of Aberdeen and Aberdeenshire.

Businesses and ‘Membership’ Associations are invited to work in partnership with us on a number of initiatives and at times will be asked to provide some personal information.  This is so that we can plan and organise tourism or business to business activities across the region.

With a few exceptions, this information is limited to the kinds of information that can be found on a business card: first name, last name, job title, company/employer name, work address, work email, and work phone number.

We retain this data on a secure database for 5 years after your last communication with us and is in the legitimate interest of both the business and VisitAberdeenshire.

Some activities may include workshops, courses and events, trade shows, conferences, associations and product development assistance.  Tourism Businesses can also build an online profile on the VisitAberdeenshire website.

We retain activity data on a secure database with most records being securely deleted after the activity has finished.  We may retain some data for longer, for example the business name and address so we can invite the business to similar activities throughout the calendar year or in some cases biennial events.  We practice data minimisation and ensure we do not hold data longer than it is required. It is in the legitimate interest to both the business and VisitAberdeenshire. 

When someone you know refers you to us

On occasion, someone you know, for example friends, family or a business associate, may give us your name and contact details as someone who is likely to be interested in the services VisitAberdeenshire provides. 

We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

We will contact you as soon as is practicable to do so and let you know we are processing your data in this way.  Our legal basis for processing this data is legitimate interest. If there is no activity and no response forthcoming, we will securely delete your details within one month.

We never sell any of your personal information.

Industry eNewsletters

People will have the choice to sign up to our industry, travel trade and business event eNewsletters.  Most people will sign-up using a corporate email address with some using a personal email address. VisitAberdeenshire treats both sets of emails the same when carrying out direct marketing and will only send you eNewsletters when you have given us your consent. 

When you submit a business or event listing to our website, you will be automatically added to the relevant stakeholder eNewsletter list. You can withdraw consent at any time.

We store this data for 5 years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within one month.

What information we do share

VisitAberdeenshire work with a number of partner organisations namely, VisitScotland, VisitBritain, Aberdeen Exhibition & Conference Centre (SMG), Opportunity North East, University of Aberdeen, Robert Gordon University, Scottish Enterprise and Aberdeen & Grampian Chamber of Commerce . Our legal basis for processing and sharing this data is legitimate interest.

Our Recruitment Process

VisitAberdeenshire is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at jobs@visitabdn.com

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. Our legal basis for processing this information is legitimate interest.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than 3 months following the conclusion of the recruitment process. We will then destroy this data confidentially for any unsuccessful candidates.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect the progression of your application to the next stage if you don’t.

Shortlisting

Our hiring managers shortlist applications for interview. If you are shortlisted for interview you will be required to bring photographic identification usually a passport to confirm your rights to work in the United Kingdom. The information will be retained on file for 3 months following the conclusion of the recruitment process. We will then destroy this data confidentially for any unsuccessful candidates.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  •  Proof of your identity – you will be asked to attend our office with original documents, we will take copies
  • We will contact your referees, using the details you provide in your application, directly to obtain references
  • We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below)

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct which would generally be the employment contract duration.

How long is the information retained for?

If you are successful, the information you provide during the application process and employment will be retained by us as part of your employee file for the duration of your employment. The legal basis for this is contractual. The retention period following termination of contract is plus 6 years. This is based on the 6-year time limit within which legal proceedings must be commenced as laid down under the Limitation Act 1980. The lawful basis for this legal obligation.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 3 months from the closure of the recruitment process.

Information generated throughout the assessment process, for example interview notes, is retained by us for 3 months following the closure of the recruitment process.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing jobs@visitabdn.com

 

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.  This privacy notice was updated on the 21 May 2018.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you at info@visitabdn.com, on +44(0)1224 900490 or write to us at:

1st Floor

Amicable House

252 Union Street

Aberdeen

AB10 1TN

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