Evidence Package Tracker

Food Standards Scotland (FSS) is  known as the ‘Controller’ of the personal information provided to us.

What information do we hold?

The personal  information we hold  about you consists of :

  • Names, job tiles/roles; and
  • In some cases include work contact details

Why we need it

We need to collect personal information on key Food Standards Scotland (FSS) and Food Standards Agency (FSA)  staff and external collaborators involved in requesting, producing, coordinating, reviewing and receiving evidence packages and their components that are uploaded to the Evidence Package Tracker.

The purpose is to enable a clear understanding within FSS and FSA of the key participants working on evidence packages, for example so staff will know who to contact if they need to obtain updates, answer questions, collaborate or circulate information. It will also form part of our internal audit trail.

We will not collect any personal data from you which we do not need. 

What is the legal basis for our use of your personal data?

The legal basis for our use of your personal information as highlighted above is in line with the performance of our statutory duties and the exercise of the official authorities vested in the FSS and the performance of tasks carried out in the public interest.

What we do with it

We retain personal information only for as long as necessary to carry out these functions, and in line with our retention policy. This means that this information will be retained on the Evidence Package Tracker for 10 years. 

FSS has put in place appropriate and adequate technical and organisational measures to protect your personal information. FSS data is located within the European Union. Our cloud based services procured through the government framework agreements, and assessed against the national cyber security centre cloud security principles.

We want to assure you that no third parties have access to your personal information unless the Law allows them to do so.

What we may also  be required to do with it

The Food Standards Scotland may sometimes share data with other government departments, public bodies, and organisations which perform public functions to assist them in the performance of their statutory duties or when it is in the public interest. 

We use or work with contractors and other third-party service providers, such as IT service providers, who may process your personal data on our behalf. These third parties can only process your personal data on our instruction or with our agreement for specific purpose to enable us to maintain, improve and provide our services in order to fulfil our statutory obligations and tasks carried out in the public interest.

What are your rights?

You have a right to see the information we hold on you by making a request in writing to the email addresses below. If at any point you believe the information we process on you is incorrect you can request to have it corrected. If you wish to raise a complaint on how we have handled your information, you can contact our Data Protection Officer who will investigate the matter.  

If you are not satisfied with our response or believe we are not processing your information in accordance with the law you can complain to the Information Commissioner’s Office (ICO) at: www.ico.org.uk or via their  telephone helpline (0303 123 1113).

Our Data Protection Officer at Food Standards Scotland is the Interim Director of Policy, Science, Finance and HR who can be contacted at the following email address: dataprotection@fss.scot