Legal
How Scottish Esports collects, uses and protects personal information. Last updated: 28 September 2026.
Scottish Esports is the trading name of Scotesports CIC, a community interest company registered in Scotland (company number SC824614). Our registered office is 6 Primrose Place, Greenock, PA16 0DP.
We are the controller of the personal information described in this policy. We are registered with the Information Commissioner’s Office (ICO), registration number ZC000069.
If you have any questions about this policy or how we use your information, email info@scotesports.org.
This policy explains how we use personal information when you:
The Tournament Platform (play.scotesports.org) is a separate website with its own terms of use and privacy policy. Please read those before using it.
Events run by other organisers that we share on this website are run by them, not us. They will handle your information under their own privacy policies.
Most of what we do involves young people, and we take extra care with their information.
Under UK data protection law we need a lawful basis for using personal information. The table below sets out what we use, why, and the basis we rely on.
| When | What we use | Why | Lawful basis |
|---|---|---|---|
| You email or message us | Your name, contact details and what you tell us | To reply and help with your enquiry | Legitimate interests |
| You sign up to our newsletter | Your email address, and your name if you give it. Our newsletter provider also records whether emails are opened and links clicked. | To send you our monthly newsletter | Consent. You can unsubscribe at any time using the link in every email. |
| You register for one of our events | Your name, contact details and attendance. If you tell us about access or dietary needs, we use that too. | To run the event, keep everyone safe and contact you about changes | Legitimate interests. For access or health needs, your explicit consent. |
| You attend one of our events | Photos, video and audio recordings | To report on and promote our work | Legitimate interests, and consent for anyone under 18 (see “Young people”) |
| You email us an event to share | Your name, contact details and the event details | To check and publish the event and contact you about it. We never publish your personal contact details. | Legitimate interests |
| You take part in our Discord server | Your Discord username, messages in our channels and any moderation records | To run and moderate a safe community | Legitimate interests |
| You are a Team Manager or staff lead for a school or college | Your name, role, school or college, and work contact details | To run the Schools & Colleges Tournaments and support you | Legitimate interests |
| You volunteer, work or apply to work with us | Your contact details, application, experience, references and training records. For roles involving children, your PVG scheme membership and disclosure information. | To recruit safely, manage your role and meet our legal duties. Applications are made by email. | Legitimate interests and legal obligation. Criminal records information is used only as the law allows, under our Secure Handling of Disclosure Information Policy. |
| A safeguarding concern is raised | Information about the people involved and what happened. This may include health or other sensitive information. | To keep children, young people and adults at risk safe | Legal obligation, vital interests and substantial public interest (safeguarding of children and individuals at risk) |
| You visit this website | Technical information such as your IP address and browser, used for security. Anonymous visitor statistics. | To keep the website secure and understand which pages are useful | Legitimate interests |
We do not sell your personal information, and we do not use it for advertising.
We count visits using Jetpack Stats, which does not use cookies and does not identify you. The only cookies we use are the ones this website needs to work and stay secure, so we don’t use a cookie banner. Our Cookie Policy has the details.
We only share personal information when we need to. We use these service providers, who handle information on our behalf and only as we instruct:
We may also share information with:
Discord and the social media platforms we use are responsible for the information you share on their services, under their own privacy policies.
Some of our providers store or process information outside the UK. When they do, we make sure it is protected as UK data protection law requires. That might be because the UK has approved the country’s protections (for example, the European Economic Area, or US companies certified under the UK-US Data Bridge), or because we have contracts in place with approved safeguards. Contact us if you would like more detail.
| Information | How long |
|---|---|
| Emails and enquiries | Up to 2 years after the matter is closed |
| Newsletter subscription | Until you unsubscribe |
| Event registrations, including any access or dietary needs | Up to 12 months after the event. We may keep anonymous attendance numbers for longer. |
| Contact details of people who send us events to share | Up to 24 months after the event |
| Event details (title, date, venue and organiser) | Kept as a permanent archive of Scottish esports activity. This contains no personal contact details. |
| Photos and video from our events | Kept in our archive and used for up to 5 years, unless you ask us to stop using an image of you |
| Unsuccessful applications to volunteer or work with us | 6 months after the decision |
| Staff and volunteer records | 6 years after the role ends |
| Disclosure information | As set out in our Secure Handling of Disclosure Information Policy |
| Safeguarding records | For as long as needed to protect the people involved and meet our legal duties, in line with national safeguarding guidance |
You have the right to:
Some rights only apply in certain situations. For example, we may not be able to delete information we need to keep for safeguarding or legal reasons. To use any of your rights, email info@scotesports.org. We will reply within one month.
If you are unhappy with how we have used your information, please tell us first at info@scotesports.org and we will try to put it right.
You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, helpline 0303 123 1113.
We will update this policy when the way we use personal information changes. The date at the top shows when it was last updated.
Email info@scotesports.org and we will get back to you.
