Privacy & Cookie Policy

SWEP is hosted by Social Work Scotland, the professional leadership body for the social work and social care professions.  This privacy policy is adapted from the Social Work Scotland privacy policy.

Who we are

Our website address is: https://swepscotland.org

For email enquiries: info@swepscotland.org

Last Updated: 22 January 2025

This privacy policy explains how Social Work Education Partnership collects and processes your personal data, which is always done in accordance with the provisions of relevant data protection legislation, including the General Data Protection Regulation (GDPR).

Why is your data collected?

We use the information that you provide us with for one of the following purposes:

• To send out email alerts and news bulletins to those who are members of Social Work Education Partnership- our legal basis for doing so, if contractual as we deem it necessary for the performance of a contract entered into by both parties.
• To record your response to a survey – our legal basis for doing so, is consensual and you have the right to withdraw your consent at any time.
• To record your attendance at one of our events – our legal basis for doing so is contractual, as we deem it necessary for the performance of a contract entered into by both parties.
• To respond to your enquiries/feedback – when you email us, we will temporarily store your email address, in order to respond to your question or enquiry. We monitor any emails sent to us, including file attachments for viruses, phishing and malicious software.
• To improve the user experience on our website by monitoring how you use it – we do not collect or store personal information in this way, and we cannot identify you as an individual through this third-party service.
• If you have applied for a job/secondment with us – our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.
• If you are employed by Social Work Education Partnership – our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.
• To process invoices and bills in your name – our legal basis for doing so, is contractual as we deem it necessary for the performance of a contract entered into by both parties.

The personal data you provide us with will only be viewed by Social Work Education Partnership staff unless covered by subsequent sections of this Policy.

What data do we collect?

Our website:

We may collect, store and use the following kinds of personal information:

• Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views,  bulletins with time-sensitive information as required;
• To send you information about events you have booked to attend;
• To collect your views and feedback on events and activities;
• To send you mailings and information about our work that might be of interest to you.

If you would like to unsubscribe to Member’s Communications, please send an email to nabiha.albanna@swepscotland.org and ask for your details to be taken off your database. Once you have unsubscribed, your details will be deleted immediately from the system.

Surveys

We collect names and job information from responses to surveys and evaluation forms we send out through Survey Monkey. In some cases, we might also collect your email address on selected surveys.

Events

When you sign up for an event (either via Eventbrite or by directly emailing us), we will use your details for the purposes of managing the event. In some cases, we will share your name and organisation on delegate lists circulated to attendees on the day. These will not include any contact details unless we have been granted your permission in advance.

Your email address may also be used to contact you for surveys related to the event you attended and to inform you of future Social Work Education Partnership events and activities, only if you give consent to be contacted.

Human Resources

When you apply for a job or secondment with Social Work Education Partnership, we will hold your data for 6 months following the deadline for applications. Your data will be then destroyed.

We will retain the personal information of successful applicants for the period of their employment or secondment to Social Work Education Partnership, and beyond that, we will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Who do we share your data with?

We will only share your data as is necessary to provide our services, or where disclosure is required or permitted by law. Examples of organisations who may require us to disclose your personal data are Government Bodies and Law Enforcement Agencies. Otherwise, data will only be shared with third parties that we trust and only where there are appropriate arrangements in place for data, i.e., data sharing agreements and/or data processing agreements. These parties are; our cloud storage provider, our I.T support company, our accountants and auditors, third party service providers, and other associated organisations for the purposes of completing tasks and services to you on our behalf (for example to send you mailings). However, when we use these third parties, we only disclose the personal information that is necessary to deliver the services. In this context, the personal data may be transferred to an EU or non-EU country in compliance with applicable rules and regulations.

For how long?

We keep your information on our system for as long as you are a current member of Social Work Education Partnership. If you decide to end your membership, or if your membership lapses, we will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting, or reporting requirements.

Security of your personal information

We will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

Analytics – This website collects personal data to power our site analytics, including;

• Information about your browser, network, and device
• Web pages you visited prior to coming to this website
• Your IP address

This information may also include details about your use of this website, including:

• Clicks
• Internal links
• Pages visited
• Scrolling
• Searches
• Timestamps

Cookie List

The below list details the cookies used in our website.

Your Rights

You have rights in relation to your personal data and can ask Social Work Scotland to:

• Provide a copy of your personal data.
• Correct any mistakes in your personal data.
• In certain situations; delete your data.

You also have the right to complain to the Information Commissioner where you believe any alleged infringement of data protection laws have occurred. We would, however, appreciate the chance to deal with your concerns before you approach the Information Commissioner, so please contact us at admin@socialworkscotland.org in the first instance. If you still believe we have not handled by your personal data properly or have not complied with your rights, you can complain to the Information Commissioner. Contact details are available at: www.ico.org.uk. If we make any significant policy amendments, we will notify you directly.

Policy amendments

We may update this privacy policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

Contact 

You are entitled to view, amend, or delete the personal information that we hold. Social Work Education Partnership is the owner, Data Controller and Data Processor. Please email nabiha.albanna@swepscotland.org with any data access, updates or removal requests.