Free Travel Fund & Workshop | Terms and Conditions

This travel fund is available to all Scottish schools but those who are experiencing greatest disadvantage, according to the Scottish Index of Multiple Deprivation will be prioritised.

By applying you are accepting these Terms and Conditions and agreeing to receive emails from National Galleries of Scotland connected to this travel fund.

To apply you must tell us why your school would benefit from free travel in no more than 100 words. All applications must be received via this form.

Only one entry per organisation. National Galleries of Scotland accepts no responsibility for applications that are lost, delayed, misdirected or incomplete or cannot be delivered for any technical or other reason. Proof of delivery of the application is not proof of receipt by National Galleries of Scotland.

The closing date for entries is 9am on 16 May 2022. Applications received outside this time period may be considered for future travel funds.

Applications shall be considered by staff from National Galleries of Scotland who shall decide, at their absolute discretion, the recipients. The decision of National Galleries of Scotland shall be final and binding and no correspondence shall be entered into by National Galleries of Scotland.

The successful schools will receive free bus or train travel for up to 33 children and accompanying adults to the Scottish National Gallery of Modern Art, 73 Belford Road, Edinburgh EH4 3DR.

The recipients will also receive, if requested, a free workshop for up to 33 children. The workshop will be facilitated by National Galleries of Scotland appointed artists and shall last for 2 hours.

There is a total travel fund of £3000 available for use before March 2023 for the purpose of supporting pupils who would otherwise be unable to pay for their travel to visit the National Galleries of Scotland.

The successful schools will be notified by email by 20 May 2022.

If a successful school does not respond to National Galleries of Scotland by 3 June 2022, 12 noon then the National Galleries of Scotland shall be entitled to select another school in accordance with the process described above (and that school will also have to respond to notification within 7 days or else they will also forfeit their free travel and workshop).

The school must be able to redeem their offer prior to March 2023. The name of the successful schools can be obtained after 30 June 2022 by emailing [email protected]

The successful schools are required to organise and pay for their own transport, after confirming the cost with National Galleries of Scotland. We will reimburse the agreed amount, on receipt of:

  • an invoice sent by the school, on school headed note paper, to National Galleries of Scotland, Finance, 73 Belford Road, Edinburgh EH4 3DR;
  • proof of the cost of travel e.g. a copy of a bus company invoice.

National Galleries of Scotland will not cover costs that have not been agreed in writing in advance by National Galleries of Scotland. We will not cover costs which we believe are not best value for money.

The successful schools may be asked to take part in press activity related to receiving free travel. The school agrees to the use by National Galleries of Scotland, for an unlimited time, of images, photographs and name for publicity purposes (in any medium, including still photographs and films, and on the internet) and in advertising, marketing or promotional material without additional compensation or prior notice and, in applying, all applicants agree to the same.

Some personal data is collected and processed in order to administer this travel fund. Please see the privacy notice below for further information.

In the event that a school or the National Galleries of Scotland has reason to cancel a visit, we will do our best to reschedule at a suitable date. However, we cannot guarantee that this will be possible, especially if there is less than 2 weeks’ notice given.

National Galleries of Scotland accepts no responsibility for any damage, loss, liabilities, injury or disappointment incurred or suffered by you, pupils and accompanying adults, as a result of applying or accepting the free travel or workshop.

National Galleries of Scotland further disclaims liability for any injury or damage to your or any other person's computer relating to or resulting from participation in or downloading any materials in connection with the application.  

Nothing in these Terms and Conditions shall exclude the liability of National Galleries of Scotland for death, personal injury, fraud or fraudulent misrepresentation as a result of its negligence.

National Galleries of Scotland reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, this offer with or without prior notice due to reasons outside its control (including, without limitation, in the case of anticipated, suspected or actual fraud).

National Galleries of Scotland shall not be liable for any failure to comply with its obligations where the failure is caused by something outside its reasonable control. Such circumstances shall include, but not be limited to, weather conditions, fire, flood, hurricane, strike, industrial dispute, war, hostilities, political unrest, riots, civil commotion, inevitable accidents, supervening legislation or any other circumstances amounting to force majeure.

This offer will be governed by Scots law and applicants submit to the exclusive jurisdiction of the Scottish courts.

Promoter: The Board of Trustees of the National Galleries of Scotland, 73 Belford Road, Edinburgh EH4 3DS. National Galleries of Scotland is a charity registered in Scotland (SCO03728).

Application Privacy Notice


Who we are

The Board of Trustees of the National Galleries of Scotland is the Data Controller for any personal data you give to us or we collect about you.  Our full contact details are:

National Galleries of Scotland
73 Belford Road

Tel: 0131 624 6200
Email: [email protected]

National Galleries of Scotland is a charity registered in Scotland, No. SC003728.
VAT No. GB 100 1904 82

If you have any questions about how personal data is used, please contact the Data Protection Officer for the National Galleries of Scotland using the postal address above, or by emailing [email protected].

What personal data do we collect and what do we do with it?

Some personal data is collected from you when you apply. This includes your name and email address, your association with a nursery, playgroup or school and any other personal data you choose to disclose when registering interest. Further personal data may be collected from the successful applicants and/ or a representative of their nursery, playgroup or school such as images or videos. The personal data described here will be processed solely for the purposes of this application, as well as any related publicity.

By accepting the terms and conditions of application, you are entering into a contract with us. Any data processing required to administer this application is undertaken for the performance of that contract and is in accordance with applicable data protection legislation. Any further processing will be on the basis of consent, if we are obliged to by law or where another lawful basis exists. We will notify you where this is the case.

Who sees my data?

The application process is being administered through a third-party processor, Typeform, which is based in the EU. A data processing agreement is in place with this supplier to protect applicants’ personal data. There is no other sharing of the data gathered as part of this application. However, we may publicise the successful schools on our website and social media channels, which can be viewed anywhere in the world.

How long will we keep your data?

All applications will be held until April 2023. The data of successful schools will be held and processed for as long as is necessary for processing and any publicity purposes.

What are my rights over access to the data you hold on me?

Subject to some legal exceptions, you have the right:

  • To access the data we hold about you and to know what we are doing with it
  • To have any inaccuracies corrected
  • To have your personal data erased
  • To place a restriction on our processing of your data
  • To object to processing
  • To request your data to be ported (data portability)

You can object or withdraw your consent to the use of your personal data at any time. This may mean however, that we are no longer able to provide you with a particular service or communication where the information processing is an integral part of the service. We will tell you if this is likely to be the case. 

If you want to learn more about these rights, please see the Information Commissioner’s Office (ICO) website.


As well as contacting the Data Protection Officer using the details above, you can use our feedback procedure to make a complaint about the way we process your personal information.

You also have the right to lodge a complaint directly with the UK Information Commissioner's Office (ICO), the data protection supervisory authority in the UK by visiting