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Scottish Esports – Privacy Policy


Registered name: ScotEsports CIC

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information.

 

Contact details

Email

info@scotesports.org

 

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details
  • Addresses
  • Date of birth
  • Photographs or video recordings
  • Service use history
  • Payment details (including card or bank information for transfers and direct debits)
  • Website user information (including user journeys and cookie tracking)
  • Discord ID/Username
  • Company/Organisation Name

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Purchase history
  • IP addresses
  • Website and app user journey information
  • Records of consent, where appropriate

We collect or use the following personal information for research or archiving purposes:

  • Addresses
  • Purchase history
  • Website and app user journey information
  • Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Financial transaction information

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Account information
  • Purchase or service history
  • Customer or client accounts and records
  • Financial transaction information
  • Correspondence

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 
    • We may from time to time include information about third-party events in our newsletters or updates. Where we do so, we will not share your personal data with those organisers, and we will only contact you where you have consented to receive marketing from us.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We have a legitimate interest in understanding the geographical distribution of our members across Scotland. We use this information, such as postcodes, for statistical analysis to identify areas of high and low engagement. This is necessary for us to strategically plan regional events, allocate resources effectively, and provide funders with evidence of our nationwide reach. This directly benefits our members and the wider community by helping us bring more opportunities to local areas.
    • Event information retained indefinitely for archival purposes is minimised to non-sensitive data only (e.g., event title, organiser name, date, venue).

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • We have a legitimate interest in processing personal information from applicants to recruit qualified individuals for roles within our organisation, including staff, volunteers, and advisory committee members. This is necessary for us to manage the recruitment process, assess candidates’ suitability, and communicate with them. This benefits both the applicant, by allowing them to be considered for a role, and our organisation, by ensuring we are well-staffed to serve the Scottish esports community.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where this processing involves special category data, we also rely on the lawful condition that the processing is necessary for the establishment, exercise or defence of legal claims.

 

Where we get personal information from

  • Directly from you

Events & ticketing

We operate a Events Calendar and Events List on our membership platform that lists and sells tickets for Scottish Esports events only. When you buy or register for a ticket we process your name, contact details, membership status, payment/billing data (processed via our payment provider), event-specific information (e.g., access or dietary requirements), and attendance/check-in records. We share necessary ticketing information with our payment processor, the event venue and contracted event suppliers (e.g. security, caterers) for the purposes of event delivery, safety, and administration. Retention: transactional and financial records are retained where required for accounting and legal purposes (typically up to 7 years); other event administration data is retained for a proportionate period (commonly up to 3 years) unless you have given consent for longer promotional use.

Please note: Scottish Esports only sells tickets for events it organises. Where we advertise third-party events, we do not process ticket sales, and any personal information you provide to those organisers is handled under their own privacy policies.

 

Photography and filming at events

From time to time Scottish Esports may take photographs, video and audio recordings at our events for promotional, archival, and event administration purposes. By attending an event you accept that you may be photographed or recorded. We will publish, distribute and otherwise use such material for marketing and promotional purposes.

If you do not wish to be photographed or recorded, please contact us at info@scotesports.org before the event or speak to event staff at the event. We will make reasonable efforts to accommodate opt-outs (for example, by excluding or anonymising images on request) but cannot guarantee the deletion of images where they are already in use in printed materials, have been shared with contracted providers, or are integral to official event reporting.

 

Event Submissions and Archiving

If you contact us to submit an event for listing on our website, we will collect the information you provide (such as your name, email address, and event details). We use this information to review and publish your event and to contact you about your listing.

Personal contact details (such as email addresses or phone numbers) will only be used for the purpose of managing your submission and will not be published. These contact details are retained for no longer than 24 months after the event, unless required for legal or administrative purposes.

Event information (such as the title, description, dates, venue, and organiser name) may be retained indefinitely as part of a permanent archive of Scottish esports activities for historical and record-keeping purposes.

 

How long we keep information

For information on how long we keep personal information, see our retention schedule at https://www.scotesports.org/privacy-policy

 

Who we share information with

Data processors

Providers in the financial technology and payment services sector, located in the European Economic Area (EEA)

This data processor does the following activities for us: They securely process subscription payments and billing information on our behalf for our Supporter memberships. We do not store full credit or debit card information on our servers.

 

Providers in the website hosting and information technology sector, located in the UK and European Economic Area (EEA)

This data processor does the following activities for us: They provide the server infrastructure that hosts our WordPress website, database, and membership platform. This includes storing all member account information securely on their servers.

 

Providers in the email marketing services sector (United States)

This data processor does the following activities for us: They manage our mailing list for our Quarterly Newsletter and distribute emails to members who have consented to receive them.

 

Others we share personal information with

  • Organisations we need to share information with for safeguarding reasons
  • Professional advisors
  • Legal bodies or authorities
  • Relevant regulatory authorities
  • Previous employers
  • Third parties:
    • We share a member’s Discord ID with Discord Inc. when they choose to connect their account to our Discord server. This is necessary to automatically assign the correct ‘Community Member’ or ‘Supporter Member’ role, which grants them access to the appropriate channels on our server.

 

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

 

Organisation name: Discord Inc.

Category of recipient: Online Communication Platform

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

 

Organisation name: Mailchimp

Category of recipient: Email Marketing and Distribution Service

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

 

Organisation name: Stripe

Category of recipient: Payment Processing Provider

Country the personal information is sent to: United States and European Economic Area (EEA)

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

 

Organisation name: IONOS SE

Category of recipient: Website and Cloud Hosting Provider

Country the personal information is sent to: Germany (European Economic Area)

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated

29th August 2025