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Privacy Policy


This page sets out the details of the Culture at COP privacy policy in which we commit to protecting your personal information, how we collect it and how the information is used.

For the purposes of the website, the collection of personal information is a functional requirement and will be used in accordance with the Data Protection Act 1998.

Who we are

Culture at COP is a collaboration between Museum Galleries Scotland, Historic Environment Scotland and the Climate Heritage Network. Museum Galleries Scotland is the primary operator of the Culture at COP website.

We are a charity registered in Scotland and our registration number is SC015593. We are also a registered company limited by guarantee in Scotland. Our registration number is SC074264

We are registered as a Data Controller with the Information Commissioners Office under the Data Protection Act 1998.

The legal basis for collecting and processing your data


In some circumstances we will collect and process your data using consent. For example, when you submit a name and email address when registering an event.

Legitimate Interests

In specific situations we collect and process your data to pursue our legitimate interests, which would be expected as part of the running of our organisation, but which does not impact your rights or interests.

For example if you previously registered an event, we will use information on you to suggest follow on events which may benefit you.

Types of personal data collected

The data we collect may be personal data and may include your name and e-mail address.

How personal data is collected

We collect the personal data that you may volunteer via forms on this website.

Who we share your data with

We do not disclose personal data to other organisations other than data processors working on our behalf unless you have given us consent to do so.

We occasionally need to transfer your personal information outside of the EEA, for example, to our email distributor Mailchimp. Any data processors acting on our behalf outside of the EU are certified subscribers to the EU-US and Swiss-US Privacy Shield.

Our current list of data processors are:

Historic Environment Scotland

Climate Heritage Network


Creative Carbon Scotland

Julie’s Bicycle


The Siam Society

City of San Antonio Office of Historic Preservation

Heritage and Climate Change Initiative (Iniciativa Patrimonio y Cambio Climático)

California Office of Historic Preservation

How long we will keep your data

When we gather or process personal data, we will only keep it for as long as is necessary for the purpose for which it was originally collected.

At the end of that retention period, your personal data will either be deleted completely or anonymised, for example by processing it in non-identifiable way for statistical analysis. Currently, each submission will be kept for one year from the start date of the most recent COP, i.e. events submitted for COP26 in November 2021 will be kept until November 2022.


We do not give you the option of using a secure transmission method to send us your personal data. We have implemented security policies, rules and technical measures to protect the personal data that we have under our control from:

· Unauthorised access

· Improper use or disclosure

· Unauthorised modification

All our employees and data processors, who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our user’s personal data.

Cookies and Website Traffic Analysis

When you enter the Culture at COP website your computers will automatically be issued with 'cookies'. Cookies are text files which identify your computer to Culture at COP's server. The website then creates "session" cookies to store some of your preferences moving around the website, e.g. retaining a text-only preference. Cookies in themselves do not identify individual users but identify only the computer used and they are deleted on departure from the website. Many websites do this to track traffic flows, whenever users visit those websites. You have the opportunity to set your computers to accept all cookies, to notify you when a cookie is issued, or not to receive cookies at any time. If you choose the last option this means that certain services cannot then be provided to you.

The Culture at COP website use Google Analytics tracking cookies to gather anonymised data on users interact with the website. These are used for monitoring purposes only.

Log Files

Log files stored on Culture at COP's web server allow the recording and analysis of users' use of the website. Log files do not contain any personal information.

Please be aware that Culture at COP is not responsible for the privacy practices of other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by this website.

Rights for access to personal data

You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data. For such requests, please contact . At any time, you may request that we delete or correct your personal information.


The accuracy of the information of the events registered on this website is important to us. However, Culture at COP bears no responsibility for any false or inaccurate information provided by organisations that register their event. Best efforts will be made to ensure all information presented is accurate, however this may not always be possible. If incorrect information is noted, please inform us at and we will attempt to rectify this.

Privacy policy for minors

If you are under 18, please do not provide any personal information.

External websites

Culture at COP contains links to external websites and cannot be responsible for the privacy policies of those websites. Similarly, if you arrive at Culture at COP from a third-party website, we cannot be responsible for the privacy policies of the third-party website. In all cases, we recommend that you read the privacy policies of external sites.

Your acceptance of this policy

By using this site you are agreeing to the conditions set out in this policy and use of information by Culture At COP in accordance with this Privacy Policy. If you do not agree with this and the policy, please do not use this website.

Image submission and permissions

By submitting any images for use on this website, the user is granting permission for this image to be shared and is acknowledging that they have the right to do so.

Privacy support

If you have any comments on our privacy policy, please contact us using the following email address