Employee terms & conditions

National Trust for Scotland Employee Cards

The National Trust for Scotland is a charity registered in Scotland (registered number: SC007410) and having its principal office at Hermiston Quay, 5 Cultins Road, Edinburgh, EH11 4DF.

The Trust will issue an Employee Property Entry Card (the “Card”) to its employees.  The purpose of the Card is to encourage our employees to learn more about the work of the Trust and its properties through property visits.  This will enhance employee understanding of the breadth of the Trust’s work, and support the Trust’s operations.

Your use of the Card is subject to these terms and conditions and by using the Card you are providing us with the appropriate consent to handle your personal information arising from your use of the Card in accordance with data protection laws and our data protection policies.

References to the "Trust", "we" or "us" are references to the National Trust for Scotland.

1. Ownership of the Card

1.1 The Card will at all times remain the property of the Trust. Cards must be returned on the cessation of employment for any reason.

1.2 We reserve the right to change or restrict the way in which a Card may be used or the properties to which access can be taken at any time and without prior notice.

1.3 From time to time Employees may be able to exercise reciprocal entry arrangements with bodies with similar charitable aims and purposes to the Trust but these arrangements cannot be guaranteed.

2. Visiting as an Employee

2.1 Employees should remember to bring the Card with them when they visit.  We may not allow entry to our properties without you showing the Card.  These terms and conditions do not affect your access rights under Scottish access legislation and the Scottish Outdoor Access Code.

2.2 Cards may be used by the named card holder only.  The named card holder may be accompanied by one other adult and/or any of the named card holder’s children. A Card may not be transferred to another person and Employees are not otherwise permitted to allow another person to use the Card.

2.3 Entry to our properties using the Card is during our ordinary opening hours only.  Opening hours may vary between properties.  Although we will endeavor to adhere to advertised opening hours we reserve the right to change opening hours or close properties at short notice for safety, private hire, or any other reason.  Entry to our properties is subject to our terms and conditions of entry at each property.  We reserve the right to restrict entry or to demand that any Employee leaves a property if we consider that it is in the best interests of the Trust or our staff, volunteers, or other guests.

2.4 Use of the Card does not entitle Employees to attend special events, tours or take part in other activities in our properties which require additional payment. 

3. Data protection and use of personal data 

3.1 In addition to any other data held by the Trust as a result of your employment, the Trust will also collect and hold data arising from your use of the Card (including recording your visits to our properties).  This data will be gathered through the scanning of your card or alternatively recording your PIN number against your transaction.  Firstly, this data will be used for statistical analysis, in order to understand the general usage trend. Secondly, this data will be used to ensure that no misuse of the card has taken place, in line with these terms and conditions.  We will process your personal data in accordance with the Data Protection Act 1998, the General Data Protection Regulations (from May 2018), the Trust's Privacy Policy and as otherwise permitted or required by law.

3.2 Your personal data may be used for Trust statistical and analytical purposes.

3.3 We may disclose information about you to any of our employees, officers or agents insofar as that is reasonably necessary for the purposes set out in these terms and conditions. Otherwise, we will not pass your personal data to third parties without your prior consent.

3.4 You may instruct us to provide you with any personal information we hold about you. Any individual wishing to access their personal information should put their request in writing, using the contact details set out below. Please let us know if any personal information that we hold about you needs to be corrected or updated.  We may charge an administration fee in accordance with current law for providing you with copies of your data.

3.5 We (or photographers appointed by us) may, from time to time, carry out photography at our properties.  If you are visiting a property you may be photographed in the background on an incidental basis.  We may use any of these photographs for promotional, marketing, or other purposes.

4. Liability

4.1 Subject to clause 4.2, and to the extent possible by law, the Trust excludes all liability to Employees arising or to any other third party for any damages, expenses, claims, loss of profit, or any special, incidental or consequential damages (however arising, including negligence) arising out of, or in connection with their use of the Card out with the course of their employment duties.

4.2 Nothing in these terms and conditions excludes liability for death or personal injury caused by the Trust’s negligence or for fraud or fraudulent misrepresentation. 

5. Queries, comments and complaints

The People Department will respond to any query received in respect of the Card or its use. If you have any queries please contact the People Department:

Telephone: 0131 458 0411

Email: PeopleRPE@nts.org.uk

Post: People Department (RPE), The National Trust for Scotland, Hermiston Quay, 5 Cultins Road, Edinburgh, EH11 4DF

Office hours are Monday to Friday 9am to 5pm (excluding the period between Christmas and New Year).