National Galleries of Scotland Art Competition for Schools 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

0131 624 6200
[email protected]

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

We are a data ‘controller’, which means we are responsible for deciding how we hold and use your personal information.

This notice explains how and why we will collect and use your personal information in the context of the recruitment process and your rights in relation to your personal information. We may amend this notice at any time. Please refer back to this page for the most recent version. You may be notified directly of any significant changes which affect you where we believe it is appropriate and proportionate to do so.

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

We collect the names, age categories and nurseries or schools of the competition entrants when artworks are submitted by the participating nursery or school. These details are used throughout the competition process including collating a list of winners, contacting winners through their school, creating winners’ certificates, exhibition text, and producing a range of promotional and celebratory material including a calendar containing a selection of winning artworks, postcards, poster, flyer. The entrant’s name is not used on all material produced.

Competition winners are invited to attend a prize-giving event and we collect information about who will attend these events with the prize-winner.

We gather permissions from parents or guardians to take photographs at the prize-giving event for promotional activity. We also gather parents’ or guardians’ names and contact details to process requests for artworks to be collected.

Each school or nursery who enters artwork to the competition attaches a label to the reverse of every work containing the name of the pupil, or another identifier, the age category and the school. When the work is submitted the school or nursery notifies us if they want the work returned or not. If the work is to returned it is repackaged and left for collection by the school, or it is posted back to the school. For the work that is not be returned the artworks are put in refuse sacks and uplifted as refuse.

Legal Basis/ Condition for Processing

Nurseries and schools should ensure a lawful basis for providing NGS with personal details of competition entrants before any data is shared.  It is the responsibility of the nurseries and schools that parents / guardians of competition entrants are told how their child’s data will be used, and should be made aware of this privacy notice.

All data processing carried out by NGS in relation to the NGS Art Competition for Schools is undertaken on the basis of consent, with the exception of administration of the prize-giving event.

If you complete the attendance form for the prize-giving event and/or notify us of your intention to attend (including via the child’s school), we will administer your details to fulfil your request to attend the event.  Processing is required for us to fulfil this contract with you.  The same applies if you wish to be contacted when it is possible to collect your child’s artwork.

Occasionally people who see the NGS Art Competition for Schools exhibition ask if they can buy one or more of the winning works. In this instance NGS will contact the school to pass on the message to the entrant and their family.  No data will be shared beyond that which is already available through the exhibition and other promotional material.

Who sees my data?

Your data is handled by a limited number of colleagues and freelancers within the National Galleries of Scotland for processing entries, notifying winners and arranging the prize-giving event. 


If your child is a prize-winner, their name, age category and school will be shared with an external design company who produces their certificates, exhibition graphics and all promotional material as described previously.  The design files created will be shared with a print company to produce the material.  A data processing agreement is in place with the external design company.

The calendars and postcards are produced by an external company and sold in National Galleries of Scotland shops.  The calendar and flyer are posted to every school in Scotland by an external company.

A photographer will be present at the prize-giving event to take photographs of winners, with parental consent.  We have data processing agreements in place with any external photographers setting out how your child’s data will be protected.

With parental permission, images of prize-winners will be published in promotional material, including online.

Within the scope of the art competition, the Scottish Ballet and the Royal Botanic Garden Edinburgh provide additional prizes for a further set of winners.  As part of that relationship with Scottish Ballet and RGBE, NGS shares data with them in the following way: ten artworks are selected by the Scottish Ballet and RGBE who then select their winners. The Scottish Ballet and RGBE may then return the artwork to the schools directly.  Each artwork contains the name of the pupil, the age category and the school, as attached by the teacher submitting the work to the competition and Scottish Ballet and RGBE have access to this data.

International Transfers

Images of prize winners may be posted online and can therefore be viewed from anywhere in the world.  Other than that, we do not transfer personal data relating to this competition internationally.

How long will we keep the data?

Personal data of winners will be kept for a maximum of two years after the entry has been received. The data is kept to enable reprints of promotional material, reprint graphic panels etc for the exhibition tour, and for contacting the school with enquiries regarding potential purchase requests.

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

Where you have given consent for us to use your or your child’s personal data, you can withdraw consent for any future processing at any time.

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)

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

How do I find out more about the competition?

Details of the competition

Competition terms and conditions

How to contact us about your personal data or this privacy notice

If you have any questions about this privacy notice or about your personal data, please contact: 

Data Protection Officer
Director-General’s Office
National Galleries of Scotland
73 Belford Road

Tel: 0131 624 6473

Email: [email protected]


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.