Probationers' Conference

Church of Scotland is the Data Controller. We have an appointed Data Protection Officer (DPO), Alice O'Sullivan, who can be contacted by emailing: Privacy@churchofscotland.org.uk

There are four Probationers Conferences each year. Two of them are held online and two are held in person. These conferences are part of the training programme for Probationers.

For the online conferences the data is collected and used to provide information on the event and using Teachable to run the online Probationers' Conferences. For the in-person events the data is collected for organising the event including sending invitations to the Probationers and other attendees (for example speakers at the conference). This will also involve arranging venue and collecting information on dietary and accessibility requirements.

Name and email address for the online events. For the in person events this data and dietary and accessibility requirements will be collected. Contact details for next of kin in the case of an emergency. Speakers details are also collected, this includes name and email address.

The event is organised by adding participants to Teachable. The source of the information is our Education and Support database. When the event is in-person Teachable is not used and staff will organise the event liaising with venue, speakers and attendees.

Under data protection law the lawful basis is UK GDPR Article 6(1)(b) "processing is necesssary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract."

As there is an implication of the individuals' religion it is necessary to identify lawful basis for special category data. For this purpose the lawful basis is UK GDPR Article 9(2)(d) "processing is carried out in the course of its legitimate activities with appropriate safeguardings by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition the the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects."

Teachable is an online learning platform which is used for the online events. There is an appropriate contract in place with Teachable using the EU Standard Contractual Clauses (SCCs). The online event is organised via emails being added to Teachable which involves the use of Microsoft. We have an appropriate contract in place and any data held by Microsoft is held within the UK and/or European Economic Area (EEA). The detail of the event is only shared with the Church of Scotland team, the speakers and those attending.

We only hold event information for 3 months before destroying securely following Church procedures.

Individuals have a number of rights under data protection laws. These are detailed here. Not all rights are absolute and some only apply in relation to the lawful basis for processing. For this purpose, the only right that does not apply is the Right to Object. All other rights apply. If you want to exercise any of your rights please contact the DPO at Privacy@churchofscotland.org.uk