This page clarifies how we process personal data when people
work with or for the Library. It also explains your associated
rights. Please read our general privacy
information in addition to the specific information contained
in this privacy notice.
prospective employees, contractors, and volunteers
Explanation of the purpose
We process the personal data of applicants for employment for
the purposes of enabling fair and lawful recruitment.
We process the personal data of employees, contractors, volunteers
and others who undertake work with or for the Library for the
purposes of managing employment and other workplace activities, as
well as maintaining the safety and security of persons, premises,
When you access our spaces as a contractor we will process your
personal data for the purposes of managing safe and secure access
to our spaces. Please see our safety privacy notice for more
If an employee asks us to, we may use or transfer their personal
data for the purpose of providing them with voluntary employee
Processing of this data is necessary for performance of a
contract or for undertaking steps necessary for entering into a
We will only process your personal data for the purpose of
voluntary employee benefits if you give us consent
to do so.
Recipients of the data
This data will be processed by the National Library of Scotland
for this purpose and certain data will be sent to third parties
(see 'Will the data be transferred to third
We process this information in line with our retention
We have a detailed range of retention periods for different types
of records, many of which could apply in different situations to
information processed for employment reasons. Please see our retention
schedules (500 KB; 80 pages) for details, in particular under
business classification 06.03.000 'Staff' on page 55.
While we are working to implement our retention schedules, some
data may be retained longer than required under the schedules.
Your rights in relation to this data
Your core rights as
a data subject apply to this processing.
Additionally, the right of data
portability applies to this processing.
For processing that is carried out on the basis of consent, you
have the right to withdraw your consent at any
time and the right of erasure also applies.
Will the data be
transferred to third parties?
We use a third party provider to deliver our external
recruitment website. Our vacancy portal is provided and hosted by
Engage ATS who are part of the Havas Group. For more information
see the Havas Group's data protection
We also use a third party provider, Equiniti, to process our
payroll. This payroll service involves us transferring personal
data to Equiniti in order for them to process payments on our
behalf. Personal data transferred to Equiniti is transferred
securely in accordance with data protection law. For more
We use a third party, Edenred, to provide voluntary employee
benefits. If an employee asks to be included in this scheme, some
of their personal data will be transferred to Edenred for the
purpose of providing benefits and running the scheme. We will only
transfer personal data to Edenred if the individual employee has
requested that we do so. See Edenred's privacy notice for more
We use a third party, MyCSP, as our pension Scheme Administrator.
The Cabinet Office is the Scheme Manager responsible for all of the
Civil Service Pension Scheme arrangements. Personal data
transferred to MyCSP is transferred securely in accordance with
data protection law. See the Civil Service Pensions Scheme's privacy
policy for more details.
We use a third party, CTM, as our travel booking provider. For
Will the data be transferred outside the European
Is it obligatory to supply this data and what are the
consequences of not supplying the data?
Yes, the supply of certain categories of personal data must be
supplied for these purposes. If you are unable to supply this
personal data you may not be able to work or volunteer for or with
Will the data be used in automated
Privacy notices list
General privacy information