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Privacy and your data rights

Complaints

Freedom of Information 

Requesting Information

 

Privacy and your data rights

Here you can find information on how Scottish Forestry handles your personal information.

Why collect personal data?

We only collect information we need. We use this to:

  • make site improvements;
  • respond to your queries;
  • send newsletters you've subscribed to;
  • publish your comments on our pages; and
  • improve our service.

Authorised Scottish Government staff, agencies and public bodies can view this data. You can view our personal information charter

What's collected?

We collect different types of information for different reasons. This includes:

Website visits

We use Google Analytics, a third-party service, to understand how you use our website. We do this using cookies and page tagging. No one is identified using the information we gather, and we hold onto it for 38 months. We only share this with essential users at the Scottish Government and the private company that helps us manage our website.

Videos and Social Media Plugins

Our website displays some videos and social media tools that are managed by companies like YouTube, Vimeo, Twitter and Facebook. These platforms capture certain data about how they are used. As we don’t manage those platforms ourselves, your use is subject to their own privacy policies. These providers make certain data available to us, so that we understand how you use them on our website, but we don’t share that information with anyone outside of Scottish Forestry.

Other websites

Sometimes we link to other websites. We encourage you to read the privacy policy of any external websites you visit from our pages.

Queries and feedback

If you contact us with a query or feedback, via email, social media or in our website comments, we collect your email address and other personal information contained in the message. We might pass this on to other authorised people within the organisation so we can help you.

Consultations

We collect names and email addresses with every response we receive through our consultation platform.

Email addresses are used to send an acknowledgement of response following submission. They may also be used to contact you in the future in relation to the consultation exercise if you give consent to be contacted. Where permission is given, we publish responses. We include personal data where permission has been given to do so. We never publish email or postal addresses.

Newsletter subscriptions

We use MailChimp, a third-party service, to send email newsletters you've signed up to receive. We collect your name, email address and subscription preferences, and which emails you open. This helps us to improve the newsletter content and format. You can choose to unsubscribe at any time by clicking the 'unsubscribe' link in the newsletter.

When you unsubscribe, it’s important that we retain your data to be sure we have a record of your subscription changes. It’s also important that we don’t delete your data without your consent. If you would like us to delete your data, you can ask us to.

Grants and regulatory functions

The personal information you give us will be held by Scottish Forestry and the Felling Permission system host, SCYSIS. We will use this information to help process your application. We will process your personal information in accordance with the requirements of current data protection legislation. If you do not provide the required information we will be unable to process your felling application. Providing the correct information ensures that any Felling permission granted is issued in accordance with the requirements of the Forestry and Land Management (Scotland) Act 2018 and associated regulations.

All information provided by you will be held by Scottish Forestry for the period that the felling is valid and for the period required to cover conditions attached.

Your data rights

You can access information we hold about you through a Subject Access Request (SAR).

If you think our data is incorrect, you can ask us to update it. You have the right to ask for any personal information we hold to be deleted.

Sometimes we cannot comply with your request. Some rights can only be applied in certain circumstances. Find out more about your rights on the Information Commissioner's site.

Contact

Data Protection

Scottish Forestry

Silvan House

231 Corstorphine Road

EH12 7AT

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

Complaints       

If you're not happy with how we've handled your information rights request, you have the right to complain. You can make your concern known to the Information Commissioner's Office (ICO).

You can find more information on your rights on the ICO website.

Complaints about a specific forest or area

If your complaint relates to a specific forest or area, please complain directly to the local Scottish Forestry office.

Forest and Land Scotland manages the National Forest Estate and any complaint related to activity in these forests should be directed to Forestry and Land Scotland.

General complaints

For general complaints, or those that don't relate to a specific geographical area, please direct your complaint to: Scottish Forestry, National Office, Silvan House, 231 Corstorphine Road, Edinburgh, EH12 7AT, Tel: 0131 370 5250. Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

How should I complain?

You can complain in person at any of our offices, by phone, in writing, or by email. Please provide the following information:

  • your full name and contact details;

  • as much as you can about the complaint;

  • what has gone wrong; and

  • how you want us to resolve the matter.

Our complaints procedure

Our complaints handling procedure guide provides full details of our complaints procedure and how to make a complaint. It also tells you what you can expect from us and how to escalate your complaint if you're dissatisfied with the results of our complaints procedure.

Following making a complaint, your correspondence will be acknowledged and a response provided to you in line with our complaints procedure.

What if I'm still dissatisfied?

If, having gone through our complaints procedure, you are still dissatisfied you can appeal to the Scottish Public Services Ombudsman (SPSO). For full details about this, please consult our complaints handling procedure guide.


Freedom of Information

The Freedom of Information Act Scotland (FOIS) gives you the right to access information held by us. The Environmental Information (Scotland) Regulations 2004 (EIRs) give you a similar right to ask us for environmental information. You do not have to mention this legislation in your request.

Anyone can request information – there are no restrictions on your age, nationality or where you live.

In processing your request, we are complying with a statutory Freedom of Information obligation. In order to do so, we need your full name and a contact address (postal or email address).

We routinely publish our responses and we may have already published what you want so check previous responses to FOI requests where we have released information.

You should also check the information we routinely publish and our guide to information.

 

How to request information

To request information you can:

Your request must include:

  • your full name;
  • a contact address - this can be a postal or email address; and
  • a description of the information you want

If possible, please provide a daytime telephone number so we can contact you if we have any questions about your request.

You can ask for information in a particular format, such as paper or electronic copies.

You can find out more about your right to access information at the Scottish Information Commissioner website.

Costs

We don't charge for answering information requests.

When you'll get a response

You should receive a response from us promptly and within 20 working days.

If we can't give you the information

Our aim is to provide information whenever possible. If we don't hold the information or we believe there is a good reason to withhold it, we will explain why in our response.

We may also refuse your request if it will cost us more than £600 to find and provide the information.

If you are unhappy with our decision or how we have dealt with your request you can ask us to review this. If you are still not happy you can appeal to the Scottish Information Commissioner.

 

 

 

 

 

 

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