Privacy

The Keeper of the Registers of Scotland is legally responsible for compiling and maintaining public registers relating to property and other legal documents. Our purpose is to safeguard rights by giving people access to important legal information.

How we collect and use personal information

We collect and hold personal information so that we can fulfil our statutory duties, serve our customers, improve the customer experience, and meet our obligations as an employer. We collect and use personal data in line with our obligations under the Data Protection Act 1998.

This includes information we collect and use about:

  • visitors to our website
  • customers who use our services
  • our suppliers and service providers
  • prospective, current and former employees
  • public registers
  • enquiries and complaints
  • subscribers to our communications

Where appropriate we may share personal information with third parties, as indicated below.

Visitors to our website

You can access our website's homepage and browse our site without disclosing your personal data. However, our website uses essential cookies to function correctly, and some third party services may also set cookies on your browser.

Find out more about our cookies.

Customers who use our services

If you wish to request products or services from us, for example through our website or eServices portal, you will be required to provide us with some personal information. We will use this information to:

  • provide the product or service
  • contact you in relation to this and other products or services
  • take payment from you

If we wish to use your personal data for any other purpose, we offer you the means to consent to this purpose by indicating in a box at the point on the site where the personal data is collected.

Our suppliers and service providers

If you are part of our supply chain, we may collect and use your personal information for the purpose of procuring and consuming goods and services. Where necessary for the same purpose we may share this information with other suppliers and service providers, or with our customers.

Prospective, current and previous employees

If you apply to work for or with us, whether as an employee, advisor or consultant, we will collect and use your personal data for the purpose of recruitment. If you are unsuccessful we will retain your data for a limited period before destroying it.

If you are an employee, advisor or consultant working for us, we will collect and use your personal data for the purposes of employment, to fulfil our statutory and regulatory obligations, conduct our business, and to administer reward (in the form of pay, pension, and other benefits).

Public registers

As a registration authority, we collect and use personal information for the purposes of compiling and maintaining public registers. This is essential to establishing and protecting the legal rights of individuals, and is a statutory obligation upon the Keeper of the Registers of Scotland.

When we handle your personal information as part of our statutory functions, your rights under the Data Protection Act are limited. For example, you cannot ask us to remove or delete information from our registers, as we are obliged to publish this.

Access to public registers is subject to the payment of statutory fees. Additionally, we may license the use of registration information by public bodies, research organisations, credit and insolvency organisations, and property professionals. We do this in line with our obligations under the Data Protection Act 1998.

Enquiries and complaints

If you contact us with an enquiry, comment or complaint, we will use the personal information you provide to us for the purpose of responding to you and resolving your issue. We may ask you to provide additional personal information if it is necessary for this purpose.  We will retain your information for as long as is necessary for these purposes before destroying it.

If you wish to make an enquiry, comment or complaint, you can use our contact form, or contact one of our customer service centres. Correspondents should note that all communications to or from Registers of Scotland may be automatically logged, monitored and/or recorded for lawful purposes.

Subscribers to our communications

If you sign up to any of our communications, campaigns, consultations, surveys,  publications, or user experience activities, including through our social media channels, we will collect and use your personal information for the purpose of communicating and consulting with you, and for informing you about our products and services.

Sharing personal information

We sometimes need to share personal information with other organisations for statutory or regulatory reasons, or to improve our products and services. We sometimes need to disclose information parties who assist us to conduct our business, including our IT and communications providers, and our legal advisors. In each case, sharing of personal information takes place in line with our obligations under the Data Protection Act 1998.

How to contact us or request information

You can find out if we hold any personal information about you by making a request under the Data Protection Act 1998. You will be asked to pay a fee for making the request. If we hold information about you, we will describe what the information is, tell you why we have it, tell you who it may be disclosed to, and let you have a copy of the information in an intelligible form. If we hold any inaccurate information about you, you can also ask us to correct any mistakes. Please contact one of our customer service centres.

Please note that these rights do not apply to our publicly available registers. You should direct requests for rectification of a register to our post registration enquiries address.

Security

This site has security measures in place to protect the loss, misuse and alteration of the information under our control. These include but are not limited to a secured database containing personal data. The database is located off the main server and is not accessible directly.

Our website does not enable our visitors to communicate with other visitors or to post information to be accessed by others.

Contacting the website

If you have any questions about our use of cookies or our website, you can e-mail us at communications@ros.gov.uk.

You can also contact one of our customer service centres who will be happy to help.

Updates

This statement was last updated on 30 Jun 2017