On 25th May 2018 the regulations regarding how personal data is recorded and stored changed. The new GDPR (General Data Protection Regulations) came into force and we want to make sure that you are informed about this because any organisation, business, school, charity, local authority or government department which collects and uses personal data must comply with the new law. More information about GDPR is available on the Information Commissioner’s Office (ICO) website at www.ico.gov.uk
Information We Collect
We sometimes ask individuals who volunteer for us, who commission our services, who use our services and who partner with us to deliver services to provide personal details relevant to that relationship.
The information that we hold may include:-
- Your name, email address and telephone number, used by us to contact you.
- Your postal address..
- Copies of official documents e.g. your Disclosure Check, medical records, etc.
- Copies of your professional qualifications & experience (for volunteers and hall users)
- Information provided voluntarily by you, for example, when you request further information about our services, training or an event.
- Information that you provide when you communicate with us by email.
Use of Your Information
We may use the information that we collect from you to provide our services to you. In addition to this we may use the information for one or more of the following purposes:
- To provide news and guidance information to you that you request from us relating to our services.
- To provide information to you relating to other services, news and guidance that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
- To inform you of any changes to our services, website or events.
- For internal monitoring and review purposes.
Storing Your Personal Data
We do our utmost to ensure that all reasonable steps are taken to make sure that your data is treated and stored securely.
Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send to us electronically. Sending such information is entirely at your own risk.
Third Party Links
Access to Information
In accordance with the new GDPR legislation you have the right to access any information that we hold relating to you. You also have the right to ask to have your data removed from our records, subject to exceptions that apply. Please email your requests to Alan@ScotCPS.org.uk
Data we collect
- The lawful basis under which we collect, hold and use your information is “our legitimate interests” i.e. our requirement to retain the information you provide to us so we can provide you with the best possible professional services.
- We ask individuals who volunteer / work for us, or who commission our services, or who partner with us to provide services or who use our services to provide personal details relevant to that relationship.
- In order to provide our range of services, we need to ask for and keep information about Trustees, volunteers, employees, hall users, service users (and, where relevant, their families and circles of support) potential volunteers / employees, contractors, suppliers, customers and members of the public.
- In the event that we sell any or all of our business
- Where we are required by law to disclose your personal information.
- To protect against fraud and reduce the risk of fraud.
Storage of data
How long we keep your information for depends upon statutory and recommended criteria. We keep all other information, stored securely, in line with our legitimate interest above.
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect manually and online.
Controlling your data
We will not sell, distribute or lease your personal information to third parties unless we have your written consent to do so. We will not disclose it unless required to do so by law.
You may request details of personal information which we hold about you under the General Data Protection Regulation (GDPR). If you would like a copy of the information held on you please contact Alan Bell via Alan@ScotCPS.org.uk
If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible either via email or in writing to our postal address. We will promptly correct any information found to be incorrect.
If you require it and if it is appropriate to do so, we will erase all personal information which we hold about you, subject to legal exclusions which may apply. Please contact Alan Bell via Alan@ScotCPS.org.uk to request this.
This Policy and the website content is copyright of The Scottish Centre for Personal Safety. All rights reserved. Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:
- You may print or download to a local hard disk extracts for your personal and non-commercial use only;
- You may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material.
- You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.
- You have the right to choose whether to consent to the processing of your personal data.
- You have the right to withdraw your consent to process your personal data.
- You have the right to obtain confirmation as to whether or not personal data concerning you is being collected, where, and for what purpose.
- You have the right to request that we erase your personal data and stop any third parties from processing the data. There are conditions for erasure, including the data no longer being relevant, or consent being withdrawn. In considering the request, we are required to compare the subject’s rights to “the public interest in the availability of the data”.
- We must notify you, within 72 hours of first having become aware of the breach, of any data breach which is likely to “result in a risk for the rights and freedoms of individuals”.
If you have any questions about these Terms, please contact us via email at Alan@ScotCPS.org.uk or in writing to The Scottish Centre for Personal Safety, Barony St John Centre, Princes Street, Ardrossan, North Ayrshire, KA22 8DQ.