Privacy Statement

Who we are and what we do

The Scottish Qualifications Authority (SQA) is a public body, created under the Education (Scotland) Act 1996.

SQA has two main roles, accreditation and awarding qualifications.

As an accreditation body, SQA:

accredits qualifications
approves, and quality assures awarding bodies that intend to enter people for these qualifications

As an awarding body, SQA:

creates and develops qualifications
validates qualifications (makes sure they are well written and meet the needs of learners and tutors)
reviews qualifications to ensure they are up to date
arranges for, assists in, and carries out, the assessment of people taking SQA qualifications
quality-assures schools, colleges and training centres that offer SQA qualifications
issues certificates to candidates

We also offer a range of services to businesses and training providers, and advise Scottish Government on matters related to our functions and tasks.

This privacy statement explains how SQA collects and uses information about you in order to provide our services.

The nature of our relationship with you will determine what personal information we collect about you and how we use it. Further detail for each relationship is set out below.

We also will process information about you if you are involved in the delivery of SQA qualifications (or qualifications we accredit), attended one of our events, if you are the parent or other relative of a candidate or a member of the public that has contacted SQA, a supplier or you have used our website.

Use the tabs below to open each section individually. Alternatively you can show all hide all the sections.

Candidate

What information do we collect about you?

If you are studying for, or have undertaken an SQA qualification, we will collect information about you. The types of information we collect include:

personal details, for example, name, address, date of birth, email address, telephone number
Scottish Candidate Number (SCN)
attainment details including grades, bands and marks
examination scripts
assessment evidence/materials
special arrangement requirements, where applicable
requests for post results services and exceptional circumstances, where applicable

For certain types of qualifications, we may collect other information about you. This will vary depending on the type of qualification. More information is included in the sections for these qualifications.

How do we collect your information and what do we use it for?

We collect information about you from your school, college or training centre, your local authority, your examination scripts and other assessment materials and from SQA appointees such as markers and exam invigilators. We will also collect information directly from you when you use our website, register to use ‘MySQA’, or contact us to request a service such as the return of materials.

We use the information we collect about you:

to make arrangements for you to undertake SQA examinations/assessments including putting in place assessment arrangements where requested
to mark and grade SQA examinations/assessments
to award and issue your SQA certificate
to maintain a record of your attainment
to deliver services that you have requested, including MySQA and our Post-results Service
to respond to enquiries or complaints
to investigate cases of possible misconduct
to manage child and adult protection concerns
to contact you directly – this will only occur in specific circumstances such as during investigations or the closure of your centre
for statistical and research purposes
to monitor standards over time and for quality assurance purposes

Legal basis for processing your information

We use and share your information:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest
to comply with other legal obligations
with your consent, where we have asked for and you have given it
to perform or in connection with a contract

Any information that we collect about you which is special category data, such as health information, is used:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest and substantial public interest
to comply with legal obligations

Who do we share your information with?

We share your personal information with, and obtain information about you, from:

Scottish Government, including government departments and non-departmental government bodies
your local authority
Universities and Colleges Admissions Service (UCAS)
your school, college or training centre
other public bodies with educational and vocational responsibilities including Skills Development Scotland (SDS)
licensing bodies where this is required for registration purposes or, in cases where SQA does not hold up to date contact details, to communicate with you
law enforcement and HM Revenue and Customs where necessary
regulatory bodies where necessary
Scottish Public Services Ombudsman (SPSO)
organisations with whom we partner to deliver SQA accredited qualifications
other service providers and third parties who we contract to support delivery of our services

International

More information on when we transfer personal information and how we deal with it, is included in the International section.

How long do we keep your information?

We keep your information only for as long as we need it to support us in carrying out our functions, legal and/or regulatory responsibilities. This will vary depending on the circumstances. Details about how long we keep your information are available in SQA’s record of processing (49 KB).

What are my rights?

Access to your information

You have the right to ask us for a copy of the information that we hold about you. More information about how to do this.

Correcting your information

We always want to make sure that your information is accurate, complete and up to date. You can ask us to correct any information about you that you believe is incorrect or incomplete.

Deletion of your information

You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
we are using your information with your consent and you withdraw it - see ‘Withdrawing consent to using your information’ below
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA is using your information unlawfully

Objecting to how we use your information

You have the right to ask us to stop using your information to:

send you marketing materials
carry out some of our public roles and functions
carry out research

If you object to us sending you marketing material, we will stop this as soon as you contact us. Where we use your information to carry out some of our public roles and functions, or for research, we may not stop using it if we have a justified reason to continue doing so, even if you object.

Restricting how we may use your information

You have the right to ask us to restrict how we use your personal information in certain circumstances. For example, where you have asked us to check the accuracy of your information or where we no longer need your information, but you would like us to keep it to help you make a legal claim.

Withdrawing consent using your information

Where we have asked for your consent to use your personal information, and you have given it, you can withdraw that consent at any time. Once you have withdrawn your consent, we will stop using your personal information for that purpose(s).

Please contact us in any of the ways set out in the Contact us section if you would like to request any of the above.

Appointee

What information do we collect about you?

If you apply to become an SQA Appointee, for example a marker or external verifier, for either SQA’s qualifications or in the delivery of contracts, we collect information from you. We will also collect information from you if you apply to become a subject specialist for customised awards. This includes the types of information listed below:

personal details, for example, name, address, date of birth
contact details including address, email address and phone number (home and/or mobile)
National Insurance number (NI)
employment details including your employment history
bank details
tax details and deductions
training and development requirements
references (where applicable)

Some Appointee roles (invigilators, external verifiers and visiting assessors) require criminal records checks. Where these checks apply, they will be carried out by Disclosure Scotland once you have been offered the role. Following the check, Disclosure Scotland will provide SQA with a disclosure certificate and we will notify you of the outcome of the check.

How do we collect information about you and what do we use it for?

We collect your information directly from you, from your current employer and, where applicable, Disclosure Scotland. This is collected from your application to become an appointee, your personal details form, from other communications you have with SQA as part of your role and where applicable your Disclosure Scotland certificate.

We use the information we collect about you:

for appointment purposes, such as assessing your suitability for specific roles and making decisions about appointing you
for the management of your role, including communicating with you
for resource planning
to pay you your fees and expenses
to enrol you in a pension scheme - where requested
for statistical and research purposes
to investigate possible misconduct
to provide you with all necessary training and development
to manage your access to SQA systems including the SQA Appointee Portal. Your email address will be used to send you notifications about your portal account.

Legal basis for processing your information

We use and share your information:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest
to comply with other legal obligations
to perform or in connection with a contract

Any information that we collect about you which relates to criminal record checks is used:

to perform or in connection with a contract
to carry out tasks in the public interest or substantial public interest
to comply with legal obligations
to comply with obligations or rights related to employment

Who will we share your personal information with?

We share your personal information with:

your current employer
your local authority
pension scheme providers
schools, colleges and training centres
Disclosure Scotland
law enforcement and HM Revenue and Customs
Other service providers and third parties who we contract to support delivery of our services
Standards and Testing Agency (where applicable to your role)

We do this for the reasons explained in ‘How will we use your information?’ above and to help us carry out our various roles and functions/tasks.

SQA uses Twilio SendGrid to send email notifications about your SQA Appointee Portal account, for example password resets. We will share your name and email address with them for that purpose.

Twilio SendGrid are a service provider for SQA, and we have a contract in place with them. This means that they cannot do anything with your information unless we have told them to do it. They will hold your information securely and only keep it for as long as SQA tells them. You can find out more about how they will use your information in their privacy statement.

International

Twilio SendGrid are based in the United States. This means that your information, if you choose to receive an email notification regarding your ADR Driver Training Certificate, will be sent outside of the UK, and will be processed in the United States.

SQA has put in place measures to safeguard your information. Only information that is needed to send you an email notification (name and email address) will be shared. This information will be transferred to Twilio SendGrid using a secure/encrypted transfer mechanism and clauses, known as standard contractual clauses, have been included in the contract SQA has with Twilio SendGrid. You can find out more in Twilio SendGrid’s privacy statement.

More information is included in the International section below and in SQA’s record of processing (49 KB).

How long do we keep your information?

What are my rights?

Access to your information: You have the right to ask us for a copy of the information that we hold about you. More information about how to do this is available on our website.

Correcting your information: We always want to make sure that your information is accurate, complete and up to date. You can ask us to correct any information about you that you believe is incorrect or incomplete.

To ask us to correct your information please contact Appointee Management.

Transfer of your information: You have the right to ask us to transfer your information from one IT environment to another. This is very similar to the right of access but provides your information in a re-usable electronic format.

Deletion of your information: You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
we are using your information with your consent and you withdraw it - see ‘Withdrawing consent to using your information’ below
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA uses your information unlawfully

Objecting to how we use your information: You have the right to ask us to stop using your information to:

send you marketing materials
carry out some of our public roles and functions

carry out research

Restricting how we may use your information: You have the right to ask us to restrict how we use your personal information in certain circumstances. For example, where you have asked us to check the accuracy of your information or where we no longer need your information, but you want us to keep it to help you make a legal claim.

Withdrawing consent using your information: Where we have asked for your consent to use your personal information, and you have given it, you can withdraw that consent at any time. Once you have withdrawn your consent, we will stop using your personal information for that purpose(s).

Please contact us in any of the ways set out in the Contact us section if you would like to request any of the above.

Applicant

What information do we collect about you?

Application Stage

The information that we collect about you relates to your application to SQA. It includes the categories listed below:

personal details, for example, name, address, date of birth, contact details
National Insurance number (NI)
employment history
educational history including qualification details
information about unspent criminal convictions
application statements including CVs where provided
equal opportunities details – where you choose to provide them
references

Conditional offer

If we make a conditional offer of employment, we will ask you for information to confirm your identity and right to work in the UK.

We will ask you to provide proof of your identity using the Experian Right to Work Checks app. You will be sent an email asking you to undertake these checks. The email will contain a link and QR code that you can use to access. More information about what personal information is collected in the app and how it is used are available in the Privacy Statement for the app.

If you are unable to use the Experian app, please contact hr.shared.services@sqa.org.uk You will be asked to attend our office with original documents to prove your identity and right to work in the UK. We’ll take copies and retain them with your employee file.

Some SQA roles require criminal records and financial checks. Where these checks apply to the post you have been offered, we will share your contact details with Experian who carry out these checks on our behalf. You will be required to submit additional information to Experian who will process your information in accordance with their Privacy Statement. Experian will notify us about the outcome of the checks.

In some circumstances, security clearance checks will be necessary. In these circumstances we will share your information with the UKSV (United Kingdom Security Vetting) and you will be required to provide them with additional information to enable this check to be carried out. The UKSV will process your information in accordance with their Privacy Statement. The UKSV will notify us about the outcome of the security clearance check but will not provide us with any further information, even where your security clearance is not approved.

If we make a final offer, we’ll also ask you for:

bank details – to process salary payments
emergency contact details – so we know who to contact in case of an emergency

How do we collect information about you and what do we use it for?

We collect your information directly from you, from your SQA application, from your nominated referees and where appropriate recruitment and background checking agencies.

We use the information we collect about you:

for recruitment purposes, such as assessing your suitability for specific roles, assessing your trustworthiness, integrity and reliability and making decisions about employing you
to contact you about the progress of your application
to obtain references
for equality monitoring purposes
to ensure SQA is complying with its legal obligations
for statistical and research purposes

If your application is successful, the information you have provided in your application, and information relating to any additional checks, will become part of your employee file.

Legal basis for processing your information

We use and share your personal information:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest
to comply with other legal obligations
in order to perform or in connection with a contract

Any information that we collect about you which is special category data, including information about your ethnicity or religion, and/or information relates to criminal record checks is used:

to perform or in connection with a contract
to carry out tasks in the public interest or substantial public interest
to comply with legal obligations
to comply with obligations or rights related to employment
to review equality of opportunity and treatment

International

More information on when we transfer personal information and how we deal with it, is included in the International section below.

Who will we share your personal information with?

We share your personal information with:

your nominated referee
Experian
UKSV, where applicable

How long do we keep your information?

What are my rights?

Access to your information: You have the right to ask us for a copy of the information that we hold about you. More information about how to do this is available on our website.

To correct your information please contact hr.shared.services@sqa.org.uk.

Deletion of your information: You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
we are using your information with your consent and you withdraw it - see ‘Withdrawing consent to using your information’ below
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA uses your information unlawfully

Objecting to how we use your information: You have the right to ask us to stop using your information to:

send you marketing materials
carry out some of our public roles and functions

carry out research

Withdrawing consent using your information: Where we have asked you for your consent to use your personal information, and you have given it, you can withdraw that consent at any time and we will stop using your personal information for that purpose(s).

Please contact us in any of the ways set out in the Contact us section if you would like to request any of the above.

Candidate on the Street Works Qualification Register

Before you are able to work as a street works operative, you are required to register with the Street Works Qualification Register. SQA collects information about you, on behalf of the Department for Transport, in order to provide the Street Works Qualifications Register.

What information do we collect about you?

The information that we collect about you relates to the street works qualifications that you have undertaken. It includes the categories listed below:

personal details, for example, name, address, date of birth, email address
photograph
primary country of work
Street Works qualification results details
Awarding body and SWQR number
date of registration on the Street Works Qualifications Register, type of card issued and card expiry date

How do we collect your information and what do we use it for?

We collect information about you from your college or training centre, and your awarding organisation. We also collect information directly from you when you use our website, when you contact us about this service, or request another service.

We use the information we collect about you:

to register you on the Street Works Qualification Register
to produce your Street Works card
to deliver services that you have requested from us including notification of SWQR card expiry date if you have registered for the Street Works Licence Reminder Service
to respond to enquiries or complaints
to investigate cases of possible misconduct or potentially fraudulent activity
for statistical and research purposes

In order to discharge certain statutory obligations and to provide this service, we do need to use personal information about those individuals who wish to use the service or to continue to benefit from it. If you are a service user and fail to provide personal information to us, we may be unable to provide, or continue to provide, this service to you.

Who will we share your personal information with?

In order to provide this service efficiently and effectively, we will share your personal information with, and obtain information about you, from:

your college or training centre
your employer or a relevant local authority
Department for Transport (DfT) and Transport Scotland
Authorised Highway Inspectors
law enforcement and HM Revenue and Customs
other service providers and third parties who we contract to support delivery of our services

Legal basis for processing your information

We use and share your information:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest
to comply with other legal obligations
with your consent, where we have asked for and you have given it
to perform or in connection with a contract

Any information that we collect about you which is special category data, such as health information, is used:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest and substantial public interest
to comply with legal obligations

International

More information on when we transfer personal information and how we deal with it, is included in the International section.

How long do we keep your information?

We only keep your information for as long as we need it to support us in carrying out our functions, legal and/or regulatory responsibilities. This will vary depending on the circumstances. Details about how long we keep your information are available in SQA’s record of processing (49 KB).

What are my rights?

Access to your information

ou have the right to ask us for a copy of the information that we hold about you. More information about how to do this.

Correcting your information

We always want to make sure that your information is accurate, complete and up to date. You can ask us to correct any information about you that you believe is incorrect or incomplete. Please contact SWQR.

Deletion of your information

You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
we are using your information with your consent and you withdraw it - see ‘Withdrawing consent to using your information’ below
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA uses your information unlawfully

Objecting to how we use your information

You have the right to ask us to stop using your information to:

send you marketing materials
carry out some of our public roles and functions
carry out research

Restricting how we may use your information

Withdrawing consent using your information

Where we have asked for your consent to use your personal information, and, you have given it, you can withdraw that consent at any time. Once you have withdrawn your consent, we will stop using your personal information for that purpose(s).

Please contact us in any of the ways set out in the Contact us section if you would like to request any of the above.

Candidate for a Dangerous Goods qualification

SQA collects information about you on behalf of the Driver and Vehicle Standards Agency and the Department for Transport in order to provide Dangerous Goods Driver Training, Dangerous Goods Safety Adviser, and the Petroleum Driver Passport qualifications.

What information do we collect about you?

The information that we collect about you relates to the qualifications that you are studying for or have already undertaken. This includes the categories listed below:

personal details for example name, address, date of birth, email address
candidate number
results details including marks
examination scripts
photograph
signature

How do we collect your information and what do we use it for?

We collect information about you from your application form, your training centre, your examination script and other assessment materials. We also collect information directly from you when you use our website, when you contact us about this service, or request another service.

We use the information we collect about you:

to register you for a dangerous goods qualification
to make arrangements for you to undertake a Dangerous Goods Driver Training, Dangerous Goods Safety Adviser and/or Petroleum Driver Passport examination
to mark your examination scripts
to award and issue your ADR Driver Training Certificate, Dangerous Goods Safety Adviser Certificate and Petroleum Driver Passport Certificate
to deliver services that you have requested from us
to respond to enquiries or complaints
to investigate cases of possible misconduct
for statistical and research purposes

Who will we share your personal information with?

In order to provide this service efficiently and effectively, we will share your personal information with, and obtain information about you, from

your training centre
the Driver and Vehicle Standards Agency (DVSA) and the Department for Transport (DfT)
law enforcement, and HM Revenue and Customs
regulatory bodies, such as the Office for Nuclear Regulation (ONR), where necessary
other service providers and third parties who we contract to support delivery of our services

Legal basis for processing your information

We use and share your information:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest
to comply with other legal obligations
with your consent, where we have asked for and you have given it
to perform or in connection with a contract

Any information that we collect about you which is special category data, such as health information, is used:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest and substantial public interest
to comply with legal obligations

International

More information on when we transfer personal information and how we deal with it, is included in the International section.

How long do we keep your information?

What are my rights?

Access to your information

You have the right to ask us for a copy of the information that we hold about you. More information about how to do this.

Correcting your information

We always want to make sure that your information is accurate, complete and up to date. You can ask us to correct any information about you that you believe is incorrect or incomplete.

To ask us to correct your information please:

Contact DGDT - dangerous goods driver training
Contact DGSA - dangerous goods safety adviser
Contact PD Passport - petroleum driver passport qualification.

Deletion of your information

You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
we are using your information with your consent and you withdraw it - see ‘Withdrawing consent to using your information’ below
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA uses your information unlawfully

Objecting to how we use your information

You have the right to ask us to stop using your information to:

send you marketing materials
carry out some of our public roles and functions
carry out research

Restricting how we may use your information

Withdrawing consent using your information

Please contact us in any of the ways set out in the Contact us section if you would like to request any of the above.

Candidate for a Maritime qualification

SQA collects information about you on behalf of the Maritime and Coastguard Agency (as an agent of the Department for Transport) in order to administer certificate of competency examinations.

What information do we collect about you?

The information that we collect about you relates to the qualifications that you are studying for or have already undertaken. It includes the categories listed below:

personal details for example name, address, date of birth, email address
candidate number
results details, including marks
examination scripts

How do we collect your information and what do we use it for?

We collect information about you from your college or training centre, your examination script and other assessment materials. We also collect information directly from you when you use our website, when you contact us about this service, or request another service.

We use the information we collect about you:

to make arrangements for you to undertake a certificate of competency examination
to mark your examination script
to award and issue your certificate
to deliver services that you have requested from us
to respond to enquiries
to investigate cases of possible misconduct

Who will we share your personal information with?

In order to provide this service efficiently and effectively, we will share your personal information with, and obtain information about you, from

your college or training centre
Maritime and Coastguard Agency and the Department for Transport (DfT)
law enforcement and HM Revenue and Customs
other service providers and third parties who we contract to support delivery of our services

Legal basis for processing your information

We use and share your information:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest
to comply with other legal obligations
with your consent, where we have asked for and you have given it
to perform or in connection with a contract

Any information that we collect about you which is special category data, such as health information, is used:

to perform our functions and duties under in the Education (Scotland) Act 1996
to carry out tasks in the public interest and substantial public interest
to comply with legal obligations

International

More information on when we transfer personal information and how we deal with it, is included in the International section.

How long do we keep your information?

What are my rights?

Access to your information

You have the right to ask us for a copy of the information that we hold about you. More information about how to do this.

Correcting your information

We always want to make sure that your information is accurate, complete and up to date. You can ask us to correct any information about you that you believe is incorrect or incomplete.

To ask us to correct your information please contact MCA - maritime and coastguard agency

Deletion of your information

You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
we are using your information with your consent and you withdraw it - see ‘Withdrawing consent to using your information’ below
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA uses your information unlawfully

Objecting to how we use your information

You have the right to ask us to stop using your information to:

send you marketing materials
carry out some of our public roles and functions
carry out research

Restricting how we may use your information

Withdrawing consent using your information

Please contact us in any of the ways set out in the Contact us section if you would like to request any of the above.

Other people that we process information about

We collect information from and about those involved in the delivery of SQA qualifications (or qualifications we accredit), including individuals within awarding bodies, schools, colleges and training centres. Where this relates to the qualifications we accredit or approval of awarding bodies, please see SQA Accreditation’s privacy statement to find out more.

In carrying out our roles and functions, we may also collect or receive information about you if you are connected with a candidate (such as a parent or other relative), a supplier, or prospective SQA centre or are a member of the public.

We will collect information about you:

if you are involved in the delivery of SQA qualifications, including internal verifiers and assessors
if you contact SQA to make an enquiry, request or complaint, or to submit a comment
if you are involved in a complaint
if you are involved in a malpractice investigation
if you subscribe to receive updates and publications
if you use our website
((We use cookies and other similar technology, on our website to collect information on your browsing activity. The section below on Marketing and our cookies statement provide further information.)
if you attend one of our events
if you apply to join an SQA Qualification Support Team
if you apply to join SQA’s International Consultants database
if you own, or carry out work for, an organisation applying to become an SQA Approved Centre
if you are an appointee (instructor) of a training provider delivering Dangerous Goods or Petroleum Passport Driver qualifications
from tender submissions and contract arrangements

We use this information:

to undertake qualification and systems verification
to respond to your enquiry, complaint, request or comment
to undertake and contact you in relation to a complaint
to undertake and contact you in relation to a malpractice investigation and, where appropriate, inform the centre approval process
or malpractice investigation and, where appropriate, inform the centre approval process
to provide you with updates, publications, information or other services that you have requested from us
to provide content in the most effective way
to analyse user activity to assess and improve the content and performance of our website
to serve personalised marketing messages on other websites
to understand the effectiveness of our email communications
to organise your attendance at an event, including communicating with you about it
to process your application to join an SQA Qualification Support Team and if successful communicate with you about it
to process your application to join a SQA’s International Consultants Database and communicate with you about it
to process your organisation’s application to become an SQA Approved Centre. Information will be used to undertake a quality assurance evaluation to determine whether your organisation meets the required standards (more information about the centre approval process)
externally quality assure your suitability to be an approved appointee (instructor) of training providers delivering Dangerous Goods or Petroleum Passport Driver qualifications
to review your tender submission and enter into and manage contracts

Legal basis for processing your information

We use your personal information and share it as described below:

in order to perform our functions and duties under in the Education (Scotland) Act 1996
in order to where necessary to carry out tasks in the public interest
in order to comply with other legal obligations to which we are subject
with your consent, in situations where we ask for it and you give it
in order to perform or in connection with a contract

Who do we share your information with?

We share your personal information with:

other service providers and third parties who we contract to support delivery of our services
law enforcement where necessary
other bodies with educational and vocational responsibilities including Skills Development Scotland (SDS) and CITB. This relates to information collected as part of a malpractice or complaint investigation and will only be shared where necessary

International

More information on when we transfer personal information and how we deal with it, is included in the International section.

How long do we keep your information?

Special category and criminal offence data

In specific circumstances, SQA may collect and use information about you that is special category or criminal offence data. For example, if you apply for a role with SQA we will ask you if you have any criminal convictions. If your school, college or training centre requests an assessment arrangement for you, SQA will collect information about your needs.

Special category data is personal information about someone’s:

racial or ethnic origin
political opinions
religious or philosophical beliefs
health
sex life or sexual orientation
trade union membership and
genetic or biometric data (for example fingerprints).

Criminal offence data is any personal information about someone’s criminal convictions and/or offences.

SQA’s policy, ‘Processing special category and criminal offence data ’, explains the different types of special category and criminal offence data that SQA collects, when this information is collected, how it is used, and the safeguards that are in place to protect it.

International

We provide services to individuals, organisations, colleges and training centres around the world. This means that personal information will be transferred outside of the UK in connection with the services we provide to them.

SQA uses some service providers and third parties that are outside of the UK to support the delivery of our services. This includes but is not limited to cloud storage and email delivery providers.

In order to ensure that we protect your personal information in these circumstances, the country to which your personal information will be transferred will be deemed to offer an adequate level of protection and/or we will put in place other appropriate measures, such as secure/encrypted transfer mechanisms and/or standard contractual clauses to safeguard your information.

Further information about where this applies, and which measure has been used can be found in SQA's Record of Processing (49 KB).

Marketing

Where you've given us your consent, we will use your information to let you know about products and services that we offer, and we may contact you by post, email or telephone.

You can change your mind about this at any time. We will remind you about this when we contact you and you will be able to tell us if you don't want your information used in this way. You can also change your mind about this at any time by contacting My Centre.

Although we may share your information in order to provide our services, we don't allow anyone else we share your information with to use it for marketing purposes.

Marketing Cookies

We use cookies and other similar technology on our website to collect information about your browsing activity. We do this in order to deliver relevant content to you and help improve our website and products. This includes the use of advertising cookies which track your browsing history across websites and allow us to serve personalised marketing messages to you, on non SQA websites.

You can change your cookie settings at any time by changing your preferences using the cookie control centre on our website or prevent the use of advertising cookies through your device's browser security settings.

More information about the cookies that we use can be found in our cookies statement.

Appeals service

This privacy statement explains how SQA will collect and use information about you as part of the Appeals service.

What information do we need?

We need your information to check your appeal submission and undertake your appeal review. The information we need is:

your name
your date of birth
your Scottish Candidate Number (SCN)
your email address
the subject and level of the course that you want to submit an appeal for
whether you need a priority appeal
your exam script(s) and SQA marked coursework. You don’t need to provide this as SQA already have them.
your representative’s name, their relationship to you and their email address. If you choose to have a representative such as a parent or carer submit the appeal on your behalf.

How do we collect your information and what do we use it for?

We will collect information about you when you register for the Appeals Service and make an appeal, either through the Learner Direct Appeals Service which is accessed via SQA’s website or through your school, college or training provider. We will already hold your exam scripts(s) and SQA marked coursework.

We will use the information we collect about you to:

undertake a marking review of your exam scripts and SQA marked coursework. More information on what a marking review is from Appeals service
decide on the outcome of your appeal - after your appeal is reviewed, your grade could go up, stay the same, or go down
communicate with you and provide you with updates on the progress of your appeal, including providing a receipt of your appeal submission
update your attainment record - if your grade is changes because of your appeal
award and issue a new SQA certificate – if your grade changes because of your appeal and an updated certificate is needed.

More information about the Appeals service.

Lawful basis for processing your information

We use and share your information to:

perform our functions and duties under the Education (Scotland) Act 1996
carry out tasks in the public interest
comply with other legal obligations

Who do we share your information with?

We share information about your appeal, including the outcome, with your school, college or training provider.

If the outcome of your appeal changes your awarded grade, it will also be shared with:

Universities and Colleges Admissions Service (UCAS) for candidates with UCAS entries
Scottish Government, including government departments and non-departmental government bodies
your local authority

SQA uses Twilio SendGrid to send email acknowledgements of appeal submissions. We will share your name, email address and the subject and level of your appeal with them for that reason. Your information will only be shared with Twilio SendGrid if you chose to receive this acknowledgement.

How long do we keep your information?

What are my rights?

Access to your information: You have the right to ask us for a copy of the information that we hold about you. More information about how to do this is available on our website.

Correcting your information: We always want to make sure that your information is accurate, complete, and up to date. You can ask us to correct any information about you that you believe is incorrect or incomplete.

If you think any of the information you provided when you registered was incorrect or incomplete, please contact us at 0345 279 1000.

Deletion of your information: You have the right to ask us to delete information about you if:

you think that we have kept it longer than we need to
you have objected to our use of your personal information - see ‘Objecting to how we use your information’ below
SQA is using your information unlawfully

Objecting to how we use your information: You have the right to ask us to stop using your information to:

carry out some of our public roles and functions
carry out research

Where we use your information to carry out some of our public roles and functions, or for research, we may not stop using it if we have a justified reason to continue doing so, even if you object.

If you would like to request any of the above rights, please contact us using the details provided below.

International

Twilio SendGrid are based in the United States. This means that your information, if you choose to receive an email acknowledgement of your appeal, will be sent outside of the UK to the United States, where it will be used by Twilio SendGrid.

SQA has put in place measures to safeguard your information. Only the information needed to send you an email acknowledgement (your name, email address subject/level of your appeal) will be shared. This information will be sent to Twilio SendGrid in a secure (encrypted) way and clauses, known as standard contractual clauses, have been included in the contract SQA has with Twilio SendGrid. You can find out more in Twilio SendGrid’s privacy statement.

Contact us

If you have any questions about this privacy statement, the information we hold about you, or the way we use it, please contact us:

Data protection team
Data Protection Team, SQA, Optima Building, 58 Robertson Street, Glasgow G2 8DQ, Scotland
Data Protection Officer: Kirsty Hurt, Data Protection and Records Manager, 0345 213 5229

Changes to this privacy statement

We regularly review this privacy statement and may update it from time to time. When we update our privacy statement, we will put an updated version on our website and, if the changes are significant, will try our best to bring it to your attention.

This privacy statement was last updated on 24 October 2023 - addition of information about 'Other people that we process information about' and 'Applicants'.

Complaints

If you wish to make a complaint about how we use your information, please contact the Data Protection Officer using the contact details provided above.

We will try to resolve your complaint but if you are not satisfied with our response you have the right to lodge a complaint with the Information Commissioner's Office:

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

Telephone: 0303 123 1113 (local rate) or 01625 545 745

Information Commissioner's Office website