The Scotland Office maintains and uses the following databases;
1. Ministerial Correspondence database
2. Freedom of Information database
3. Secretary of State stakeholder database
4. Parliamentary Question database
5. HR database
6. Invoices paid database
7. Travel database
All databases which we hold and which contain personal data adhere to the provisions of the Data Protection Act. In addition, following the publication of the cross government data handling review, new projects and programmes that would hold significant amounts of personal data are obliged to conduct privacy impact assessments.
(2) what databases managed by his Department and its agencies hold personal information on members of the public; on what date each such database became operational; and if he will make a statement;
(3) which of the planned databases that will be managed by his Department or one of its agencies and which will hold personal information on members of the public are expected to become operational in each of the next five years; and if he will make a statement;
(4) what categories of personal information on members of the public will be held on each of his Department’s databases expected to become operational in the next five years; what estimate he has made of the likely number of individuals’ details each such database will hold when fully operational; and if he will make a statement.
The Scotland Office owns very few databases, there are three that contain information about members of the public. The details held are names and contact details, unless otherwise stated.
1. Ministerial Correspondence database—includes the names of members of the public who asked the question.
2. Freedom of Information database—includes the names of members of the public who asked the question.
3. Secretary of State stakeholder database—includes some members of the public.
There are no current plans to store any new data or categories of personal information on members of the public across the Scotland Office as a whole.
All databases which we hold and which contain personal data adhere to the provisions of the Data Protection Act. In addition, following the publication of the cross government data handling review, new projects and programmes that hold significant amounts of personal data are obliged to conduct privacy impact assessments.
All of our databases containing personal information are stored on secure networks and have limited access. The Scotland Office does not permit uncontrolled transfer of these data to unsecured media.