Contents

Introduction

  • Data controllers
  • Data Protection Officer’s contact details
  • Lawful basis for processing your personal information

Information we collect

Information collected by this website

  • Contact us/ feedback forms
  • Website log files
  • Website cookies
  • Google Analytics
  • Advertising cookies
  • IP addresses and hostnames

Making payments

Contacting you

Retention and deletion of information

Your data protection rights

Disclosure of personal information

Automated decision making and profiling

Overseas data transfers

Complaints or queries about our use of personal information

Further information

Introduction

Scotland’s People is the official Scottish Government service for accessing Scotland's national records and archives.
The ScotlandsPeople.gov.uk website is owned, operated and managed by National Records of Scotland (NRS).

This privacy notice tells you how we collect and process your personal information when you use our website or contact us.
It also tells you why we make available some records which contain personal information on the website.

In this privacy notice we explain how you can exercise your data subject rights and make a complaint.

Data controllers

The data controllers for the personal information we process are the Registrar General for Scotland and the Keeper of the Records of Scotland.

Data Protection Officer's contact details 

Our Data Protection Officer can be contacted online by using our contact form or by writing to:

Data Protection Officer
National Records of Scotland
HM General Register House
2 Princes Street
Edinburgh
EH1 3YY

Lawful basis for processing your personal information

We may process your personal information because:

  • you have given us clear consent for us to process your personal information for a specific purpose
  • you have entered into a contract with us
  • processing is necessary for compliance with a legal obligation that applies to us
  • it is necessary to protect someone in an emergency
  • processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
     

 Information we collect

When you use ScotlandsPeople.gov.uk we collect certain information or data about you. This includes:

  • your IP address (defined below), and details of which version of web browser you used
  • information on how you use the site, using cookies and page tagging techniques to help us improve the website
  • details to allow you to access ScotlandsPeople.gov.uk services including the information that you provide when you register as a user or guest and when you complete transactions (for example, a name, address, email address)
  • questions, queries or feedback you leave if you send us a message using our Contact Us form

However, you will always be told when this information is being collected, and it will only be used for the purpose you provide it for. 

The information we collect will help us to:

  • deliver the services you have requested.
  • improve the website by monitoring how you use it
  • respond to any feedback you send us, if you have asked us to
  • provide you with information about the website if you want it

Information made available on this website

NRS makes available indexes and images of records on the website, some of which contain personal information. 

These include the statutory registers of births, marriages and deaths. NRS is required by law to make available the indexes and certificates of any entry in these registers, on payment of a fee.

Only limited index information is made available on the website for modern day records and not the images of the actual records. Modern day records are births that took place less than 100 years ago, marriages or civil partnerships and divorces or dissolutions that took place less than 75 years ago, and deaths that took place less than 50 years ago. 

Modern day records can only be accessed in our Scotland’s People Centre and the Local Family History Centres, or via our certificate ordering service.

We usually only make available other records which may contain personal information after they are 100 years old.

Information collected by this website 

Information that is routinely collected by this website falls into the two categories of contact us/feedback forms and website log files:

  • Contact us / feedback forms

This website provides a contact form to allow users to contact our Scotland’ s People service team. Feedback forms also appear on pages throughout the website.

The information collected via these forms will be stored and used for the purpose of fulfilling the Scotland’s People service.

The information collected is not stored on this website, but is instead sent to a separate service desk system that is accessible only by authorised NRS staff. 

Transmitting information over the internet is generally not completely secure, and any data you send us using our contact us and feedback forms is at your own risk. 

These forms are not intended for the transmission of confidential or security-related material and should not be used for such purposes.

We have procedures and security features in place to keep your information secure once we receive it.

  • Website log files

All websites produce log files that record the activity on that site. Log files record which pages on the site have been accessed and how many times. From this information it is possible to produce statistics such as how busy this website is, which pages are the most popular and whether there are any broken links.

When you delete your account with us some material, including log and activity records, may remain in our database for management information purposes but it is disassociated from any personal identifiers.

Log files typically record the IP address and/or hostname of all users accessing this website. This allows us to distinguish between different users and therefore estimate the number of unique visitors to this website. IP addresses and hostnames are not linked to any individual's personally identifiable information.

Specific IP addresses and hostnames will only be used by website log file software to compile overall summary statistical reports on the performance of this website. (For more information about IP addresses and hostnames, see the additional information on the Terms and Conditions page.)

Website log files are stored securely on this website using industry best practice methods for safeguarding information and server functions.

  • Website cookies

Depending on your browser’s security settings ScotlandsPeople.gov.uk puts small files (known as cookies) onto your computer to collect information about how you browse the website. Cookies cannot harm your computer in any way.

There are two types of website cookies:

  • Session Cookies - these are temporary cookie files, which are erased when you close your browser. When you restart your browser and go back to the site that created the cookie, this website will not recognise you.
  • Persistent Cookies - these remain on your computer for a period of time to allow a website to recognise you when you return and present you with the appropriate customised page.

Website cookies are not used to identify you personally.

ScotlandsPeople.gov.uk Cookies are used to:

  • measure how you use the website so it can be updated and improved based on your needs.
  • remember notifications you have seen so that we do not show them to you again.

You may see a pop up welcome message when you first visit ScotlandsPeople.gov.uk. We will store a cookie so that your computer knows you have seen it and knows not to show it to you again.

You can reset your cookies settings at any time here.

  • Google Analytics

We use Google Analytics, Google Signals and Google Enhanced Conversions to collect information about how you use ScotlandsPeople.gov.uk. We do this to make sure the website is meeting the needs of its users and to help us make improvements.

Google Analytics stores information about:

  • what pages you visit on ScotlandsPeople.gov.uk
  • how long you spend on each ScotlandsPeople.gov.uk page
  • how you got to the website
  • what you click on whilst you are visiting the website
  • if you made a purchase on ScotlandsPeople.gov.uk

Google Analytics cookies details:

  • (first-party): Google Analytics (_ga and related ga_* cookies) used for website measurement and performance monitoring.
  • Maximum duration: up to 2 years.

Google Signals is a feature integrated with Google Analytics which enables cross-device reporting and remarketing. It helps us understand how users, who have signed in to their Google accounts and who have turned on Ads personalisation, interact with the website across multiple devices and sessions.

We do not collect or store your personal information so this information cannot be to identify who you are and we do not allow Google to use or share our analytics data.

  • Advertising cookies 

We use advertising cookies to understand user behaviour and to deliver personalised ads. We collect data such as browsing history, device type, and demographic information to design targeted ads.

Our advertising runs on Google and Bing, through Paid Search called, pay per click ads (PPC), and on Facebook.

Google

Google Ads and related services may set cookies for conversion tracking, remarketing, security, and ad personalisation. 

  • Cookie names: can include cookies such as IDE, NID, DV, APISID, HSID, and AEC (third-party); _gcl_* (first party)
  • Purpose: Used for advertising measurement
  • Policy: Link to policy 
  • Maximum duration: up to 2 years
  • Domain: scotlandspeople.gov.uk

Google Enhanced Conversions is a Google Ads feature that helps improve the accuracy of conversion measurement and attribution. It works by collecting consented customer data when a user converts, hashing it using a secure algorithm, and matching it to signed-in Google accounts helping to improve conversion reporting and campaign measurement.

Facebook

Once a year, we run an advertising campaign on Facebook (operated by Meta Platforms Ireland Limited). To deliver this campaign, we use the Facebook Pixel — a small piece of code on our website that collects information about your visit, such as pages viewed and actions taken.

This data is shared with Meta so that we can show relevant ads to people who have previously visited our website, and to people with similar characteristics.

The lawful basis for this processing is your consent, which you can give or withdraw at any time through our cookie settings.

Meta acts as a joint controller for some of this processing. You can find out more about how Meta uses your data in their privacy policy at https://www.facebook.com/privacy/policy.

To opt out of Meta using your data for advertising purposes, you can also adjust your ad preferences directly in your Facebook account settings.

  • Cookie names: _fbp cookie and _fbc (first-party)
  • Purpose: Used for advertising measurement and remarketing
  • Policy: Link to policy 
  • Maximum duration: up to 90 days 
  • Domain: scotlandspeople.gov.uk
Microsoft Advertising (Bing)
  • Cookie name: MUID (third-party)
  • Purpose: Used to identify unique browsers for advertising and analytics purposes
  • Cookie names: _uetsid and _uetvid (first-party)
  • Purpose: Used for conversion tracking and advertising performance measurement
  • Policy: Link to policy 
  • Maximum duration: up to 13 months
  • Domain: scotlandspeople.gov.uk

 

  • IP addresses and hostnames

An IP address is the numeric address of a computer. The IP address recorded on website log files is the address provided by your internet service provider's equipment and not your own personal computer's address.

Hostnames are similar in appearance to the domain names you see in URLs and email addresses. The hostnames recorded on website log files are those of the internet service provider's equipment that you are using to access the internet, and not your own computer's name or location.

Your internet service provider will keep records of which customer is using any IP address or hostname at any given time, and so it is theoretically possible to trace back activity shown on any website log file to a specific individual. In practice, this can only be done with the explicit involvement of the internet service provider, and such a trace would therefore only take place in the event of serious criminal misuse of the internet and would be carried out by the relevant law enforcement authority (that is the Police).

We will not attempt to associate IP addresses and hostnames with individuals. In the event of serious criminal misuse of this website the matter would be referred to the relevant law enforcement authorities for investigation.

This privacy notice only covers this website and does not cover links within this website to other websites.

Making payments

Payment transactions are made securely through a third party provider and we do not store any of your payment details. These payment transactions are always encrypted.

Contacting you

Contacting you by email

As a Scotland’s People user, we will send you emails which provide information on the website service which includes the following: 

  • on registration where you will be provided with information on how to use the Scotland’s People service and some supporting content; 
  • confirmation of orders and dispatch of order following payment confirmation; 
  • notification of credits which are due to expire; 
  • account information or where we will be making a change to the website you should be aware of or where it is necessary to resolve a problem with the website or its services. 

You cannot unsubscribe to these emails.

We maintain an opt-in policy with regard to sending you our newsletter, which may include marketing/ promotional content. Where you agree to this you can notify us at any time if you no longer wish to receive the newsletter e-mails by changing your preferences in the ‘my account’ section of the website or by clicking on the unsubscribe link at the foot of the newsletter and following the instructions. 

Our Performance Survey

We may use third parties such as SurveyMonkey to collect responses to a survey on our behalf. If you take part in the survey, the third party may save extra cookies to your computer to track your progress through the survey.

We may ask third parties like the Institute of Customer Service to organise customer surveys. As a Scotland’s People user, you may be asked if you want to take part to share your thoughts on our current services and shape what we offer in future. Participation will always be voluntary and if you decide to take part you can opt out at any time. Information on how to do this will be provided at the time a survey is undertaken.

Retention and deletion of information

We will keep your personal information for no longer than is necessary to fulfil the purposes for which it was collected, taking into account the requirements from the following criteria:

  • any laws or regulations that we are required to follow
  • whether we are in a legal or other type of dispute with each other or any third party
  • the type of information that we hold about you
  • whether you are still signed up to our services
  • retention in case of queries – we will retain it for a reasonable period in case of further queries from you

You can delete your account from the website at any time. Go to ‘Manage your account’ under ‘My Account’ to do this. The process is immediate and cannot be reversed.

If you unsubscribe from our newsletter, we will keep a record of the fact that you have unsubscribed.

If you purchase a voucher for someone else, we will only retain the information you provide about them (for example name, email address, message) until the vouchers have been generated and sent to the recipient.

We will delete any accounts that have been inactive for more than 5 years. If you do not use your account in more than five years, we will remove all your account details. 

When an account is deleted all account details, including details of credits, orders, search history and saved images are permanently erased. 

Your data protection rights

Under data protection law, you have rights. The rights available to you depend on our reason for processing your information. 

Right to be informed

You have the right to be informed about the collection and use of your personal data in most circumstances. This information can usually be found in our privacy notices and elsewhere on our websites.

Right of access

You have a right to request a copy of personal information we hold about you, by making a subject access request. 

You can find out more about the process of requesting information on our dedicated website page.

We will not provide you with a copy of your personal information if we already make it available under a legal obligation. For example birth, death and marriage certificates can be ordered as official extracts.

Right to rectification

You have the right to ask us to update our records if you believe that the information we hold is inaccurate or incomplete. For some information we hold exemptions apply to the rights to rectification.

Right to erasure

You have the right to ask us to erase your personal information. For some information we hold exemptions apply to rights to erasure. You are able to delete your account from the Scotland’s People website at any time. Go to ‘Manage your account’ under ‘My Account’ to do this. 

Right to restriction of processing

You have the right to ask that we stop or restrict the processing of your information in certain circumstances.

You can ask for content to be taken down from our websites or for a record to be withdrawn from public access. You will need to send us details and explain why you think it should be taken down or withdrawn.

When a valid request is received, the content or record will usually be temporarily taken down from public view or access pending the review process. For more information, please read our Reclosure and Takedown Policy.

Right to object to processing

You have the right to object to the processing of your personal information if the process forms part of our public tasks.

Right to data portability

You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. This right only applies to information you have given us and we are processing information based on your consent or under contract, or are in talks about entering into a contract and the processing is automated.

If you want to find out more about how to exercise these rights please contact our Data Protection Officer.

Disclosing your information

We will not share your information with any other organisations for marketing, market research or commercial purposes and we do not pass on your details to other websites.

We will not disclose personal information you provide to us without consent in most cases. We may pass on your personal information if we have a legal obligation to do so, or if we have to enforce or apply our Scotland’s People Website Terms and Conditions of Use and other agreements. This includes exchanging information with other government departments for legal reasons.

We reserve the right to use non-personal information for business, research and marketing purposes. Where we do this the information does not identify the person who provided it or contain any contact information relating to that person.

Automated decision making and profiling

We do not make any decisions based solely on automated processing, including profiling, that have legal or similarly significant effects on individuals.

Overseas data transfers

We do not make transfers of personal data to any third countries or international organisations. All record data and customer data is stored within the UK.

Complaints or queries about our use of personal information

We take any complaints we receive about how we collect and use personal information very seriously, as we try to meet the highest standards. If you think that we collect or use information unfairly, misleadingly or inappropriately, please contact us and bring this to our attention. We also welcome any thoughts and suggestions for improving our procedures.

You can make a complaint or contact us about other concerns using the Data Protection Officer’s contact details provided above. 

When you make a complaint we will take appropriate steps to investigate and respond to your complaint and let you know the outcome without undue delay.

You also have the right to report your concerns to the Information Commissioner’s Office (ICO). The ICO recommend you contact us first, before you bring your complaint to them. For more information visit the ICO website.

Further information

This privacy notice does not provide details of every aspect of Scotland’s People’s collection and use of personal information. More details about how we may use personal information to carry out our functions is provided in our Terms and Conditions. We are happy to provide any additional information or explanation needed. Any requests for this can be sent using our contact us form or by writing to:

Scotland’s People Customer Services,
National Records of Scotland (NRS),
New Register House,
3 West Register Street,
Edinburgh,
Scotland
EH1 3YT

Changes to this privacy notice

We keep our privacy notice under regular review to make sure it is up to date and accurate. This privacy policy was last updated on 18 August 2026.