Privacy Statement

 

About this Policy

We are committed to safeguarding your privacy and ensuring any personal data is stored and processed fairly and lawfully.

This statement explains why and how we process and store any personal data, how long we keep it for and how we keep it secure.

We will never sell your data, it will always be safely and securely stored, and we respect your rights under the General Data Protection Regulations.

If you have any questions about the way we store your data or about our privacy practices you can email us on secretary@supportedscotland.org or write to us at 14 Crichton Way, Cupar,KY15 5YJ or call us on 07801 288225.

 

Who we are

SupportED is the trading name of The Linda Tremble Foundation – a Scottish Charitable Incorporated Organisation.

Charity Number: SC045002   

 

How we collect information

 

We collect information about you in the following ways:

  • Information you give us: there are many instances where you directly give us your data. Some examples might include: signing up for an event organised by us, registering to receive our e-newsletter, applying for a paid or volunteer role, contacting us to ask for more information about our activities, using our support services.
  • Information we get from your use of our website and services: like any organisation, we are able to track personal information when you use our website through ‘cookies’ and other tracking methods. You can read more information about this below.
  • Information from known third parties: in some circumstances your information is passed to us by known third parties for example, Golden Giving, or other fundraising sites, or other agencies we are working with to run events. You should always check the Privacy Policy of this third party to find out how and when they will share your personal data.
  • Information available publicly: we may record information which can be found publicly in order to fully understand someone’s interests and inclination to support us. You can read more about this in the ‘profiling’ section of this Privacy Statement.

 

What information we collect/process

We collect, store and use the following kinds of personal information:

  • your name(s);
  • your contact details (including postal address, telephone numbers, e-mail address and, where applicable, your social media identity); your date of birth and/or age
  • your gender;
  • your nationality and ethnicity information where appropriate for monitoring purposes;
  •  your communication preferences;
  • information about our services, events, activities, funding opportunities, and communications which you have used, expressed an interest in or we believe to be of interest to you; 
  • details of your interactions or transactions with us including when you: contact us; make a donation; use our support services; fundraise for us; attend an event; sign a petition or take another campaigning action; volunteer for us; apply for a job; interact with our marketing emails; purchase merchandise; make a Gift Aid declaration or any other interaction you have with us.
  • information relating to your health (including where you share your personal experiences of eating disorders with us or where you are taking part in  one of our activities and information on your health, either from yourself or your doctor, is required for health and safety or wellbeing protection purposes);
  • Financial information you provide when making a payment such as, your bank details for a Direct Debit or debit/credit card details
  • your relationship to other individuals or organisations where relevant such as, your partner where you wish to receive joint communications, your friends where you are fundraising together, or your employer where you are attending a training course or conference.
  • information about your activities on our website and about the device you use to access these, for instance your IP address and geographical location;
  • if you apply to volunteer, fundraise or work for us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, your understanding and possible personal experience of eating disorders, as well as any information disclosed during a PVG Check where the job or role requires the check to be undertaken);
  • information about your philanthropic interests and your capacity and inclination to support us where you share this with us or it is publicly available in places such as publications, articles and newspapers, on LinkedIn, property websites or Companies House.
  • where you have made a gift to us in your Will, any information regarding your next of kin or executors with whom you wish us to liaise
  • any other personal information you provide to us.

 

Certain types of personal information are classified as ‘special category data’ in data protection law because they are more sensitive. Examples of sensitive personal information include information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information. We collect these types of information about our supporters and service users where there is a clear need to do so, for example when supporting you through our  support services with your experience of eating disorders or when you are taking part in a fundraising, employment or volunteer activity in order to ensure you can take part safely.

 

Whenever we collect this type of information we will make it clear why either at the point of collection or at the earliest practical opportunity.

 

Specific consent

At times, we ask for your consent to use your personal information in a certain way and will only do so if you agree. Examples of occasions when we rely on consent include when sending you electronic marketing communications such as text or e-mail or when holding sensitive personal information about you. Whenever we use your information for a purpose based on consent, you have the right to withdraw your consent for us to use your information for this purpose at any time (as described in “your personal data rights”).

 

Legitimate interests

In certain cases, we collect and use your personal information on the basis of our “legitimate interests” provided our use is reasonable and does not unduly impact on your rights.

We consider our legitimate interests to include all of the day-to-day activities we carry out in our efforts to support those affected by eating disorders.

Some examples where we rely on legitimate interests are

 

  • Sending direct marketing materials to supporters by post for fundraising purposes;
  •  Conducting research, analysis and profiling of our supports to better understand who our supporters are and better target our fundraising activity;
  • Measuring how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
  • Updating your address using third party sources if you have moved house;
  •  Monitoring individuals’ use of our website or apps for technical purposes;
  •  Keeping and administering internal records of the people we work with, including supporters and volunteers;
  • Where you wish to take part in a fundraising activity or event organised by a third party (for example a sponsored run not organised by us), sharing your personal information with the third party organiser as necessary so they can administer the event.

 

When we rely on legitimate interests to process your personal information, we also consider and balance any potential impact this may have on you (both positive and negative) and your rights under data protection law. If we find that our interests are overridden by the impact on you and your rights then we will not process your information in that way. For example, where collection or use of your information would be excessively intrusive unless we are required or permitted to do so by law. 

When we use sensitive personal information we require an additional legal basis to do so under data protection law, so we will either do so on the basis of your explicit consent or another basis available to us (for example if you have made the information manifestly public, we need to process it for employment, your vital interests, or, in some cases, if it is in the public interest for us to do so).

 

Legal obligation

We will use your personal information where we need to do so to comply with one of our legal or regulatory obligations. For example, in some cases we may need to share your information with regulators such as the Office of the Scottish Charity Regulator, Fundraising Regulator, HMRC or Information Commissioner, or to use information we collect about you for due diligence.

 

Performance of a contract / preparation for entry into a contract

This legal basis applies when it is necessary for us to process your personal information in order to meet our contractual obligations to you to deliver a product, service or action. This includes when you apply for a job or volunteer role with us, purchase a ticket for an event, apply for or pay for a place on a fundraising event, submit a Gift Aid declaration, enquire or confirm your attendance on one of our training courses.

 

Vital interests

If we believe there is significant risk to an individual’s life, or the lives of members of the public, we will process the individual(s) personal information on the basis of “vital interests”. For example, if we believe that an individual who has contacted our support services is at serious risk of harm we may share their information with the emergency services.

 

What we do with the information

Services

All contacts to our support services remain confidential  unless we believe someone is at risk of significant harm. Whenever you contact our support services, we will record the details of your communication with us and the support we provide in return (unless you choose to remain anonymous). This helps us to provide you with a higher level of service as you do not need to repeat information each time and are able to receive more personalised, productive support.

 

All contact with our support services may be recorded for training and monitoring purposes and a record of the information from calls, emails, webchats and online groups, including sensitive information, will be kept. Information from the use of our support services may also be used in an aggregated, anonymised form to provide business insight into the delivery of our services and in order to inform our fundraising, campaigning and research priorities.

 

Marketing

SupportED uses personal data we have collected about you to make sure the marketing we send you reflects your personal preferences. We may also use your personal data to develop our website and services and measure the effectiveness of our marketing.

 

We send information via email about eating disorder news, our activities, campaigns, services and fundraising to individuals who have freely given explicit consent for us to do so, typically this consent is given when you sign up to receive our e-newsletter or fill in a form on our website registering for an event or expressing an interest in our activities. We may also send you information about the services or events you have recently signed up to.

 

On every marketing email we send to you, you have the opportunity to unsubscribe or update your marketing preferences by using links at the base of the email. If you decide to withdraw your consent to our marketing we will no longer use your personal data for this purpose.

 

We use profiling techniques and segmentation to send you communications which we believe are the most interesting and relevant to you. For example, we may send you targeted communications about events and campaigns relevant to your geographical area, profession or your age group, invite you to support our work through tailored communications based on your interests or previous support or tell you about opportunities to join fundraising events or activities which we think you may be interested in.

 

We deliver paid for and organic marketing through our social media channels Facebook, Instagram, Twitter and LinkedIn. To support the delivery of Facebook and Instagram marketing we sometimes use remarketing (or retargeting), lookalike and custom audiences. To do this we share your email address with Facebook to enable Facebook to either deliver the relevant content to you or to help define audiences with similar characteristics.

 

Supporters 

We are committed to fundraising as efficiently and sensitively as possible, always respecting the wishes of our donors, volunteers and fundraisers

To produce effective, engaging fundraising appeals we use data analysis, segmentation and profiling techniques to target and tailor communications to different supporters. This helps us to use our resources as cost-effectively as possible to enable Beat to raise funds to help more people affected by eating disorders. If you do not wish to receive solicitation mailings or appeals, you can opt-out of these at any time by emailing secretary@supportedscotland.org.

When you have expressed an interest in fundraising for us or signed up to take part in a fundraising event we will contact you by email, telephone or post to make sure you have all the support you need to fundraise safely, legally and effectively – whilst enjoying your experience as much as possible.

If you’ve signed up to a fundraising event with a third-party provider and told the organiser that you wish to fundraise for us, we may contact you to make sure you have all the support you need to make your event a success.

We may combine information you have given us about you with publicly available information in order to build a more accurate profile of you. This sort of profiling can include combining information such as your age, previous donations, likely affinity with our cause, property prices where you live, your job, your philanthropic interest and your estimated wealth, to assess how likely it is that you would be interested in donating to us and the level of donation that you may be able to give. Where it is more efficient to do so, we may ask a trusted third-party provider to conduct this analysis for us. If you do not wish us to use these techniques, you can exercise your right to object to this processing by emailing us  on secretary@supportedscotland.org

 

To produce effective, engaging fundraising appeals we use data analysis, segmentation and profiling techniques to target and tailor communications to different supporters. This helps us to use our resources as cost-effectively as possible to enable us to raise funds to help more people affected by eating disorders. If you do not wish to receive solicitation mailings or appeals, you can opt-out of these at any time by emailing secretary@supportedscotland.org

 

When you have expressed an interest in fundraising for us or signed up to take part in a fundraising event we will contact you by email, telephone or post to make sure you have all the support you need to fundraise safely, legally and effectively – whilst enjoying your experience as much as possible.

 

Conference and training attendees

When you sign up to attend one of our events, conferences or training courses we use the information you have provided to send you relevant information ahead of time, deliver the event to your needs on the day (including any dietary or access requirements you may have) and to send you post-event communications. Where you have given us permission, we will also contact you about future conferences and events.

 

How we keep your information safe

We are committed to ensuring our processes and procedures are in line with current data protection regulations. We train staff and volunteers to understand the importance of good data practice and recognise the risks of working with personal and sensitive data, and we make sure there are appropriate technical controls in place to protect your personal details.

Non-sensitive data such as your email address and contact details, in some cases, are transmitted to us over the internet, for example when you fill in the ‘contact us’ form on our website. When data is transferred in this way it can never be guaranteed to be 100% secure. As a result, while we make every effort to protect your personal information we cannot guarantee any information you transmit to us, and you do so at your own risk. Once we have received your information, we store it in line with current data protection regulations.

 

Sharing your data with other organisations

We have never and will never sell or rent your information to third parties for marketing purposes. However, we may share your information with third parties for other purposes as described in this statement. Examples of the partners, suppliers and sub-contractors who may process information on our behalf.

We may disclose your details to the police, regulatory bodies or legal advisors where we are under a legal or regulatory duty to do so.

 

How long we store your personal information

We keep your personal information only for as long as we need to for operational or legal reasons. We regularly review how long we keep information and why to ensure we do not retain information longer than necessary. The criteria we use is based on various legal requirements, the purpose of the data, whether there is a legitimate reason for continuing to store it and guidance from relevant regulatory authorities, such as the Information Commissioner’s Office (ICO).

Personal information we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it. If we do store any historical or statistical data, this will be in a manner which complies with data protection regulations.

We do not store payment card data after the transaction has been completed.

 

Your personal data rights

Under data protection law, you have various rights in respect of the personal information we hold about you. We’ve explained more about these rights below.

If you wish to exercise any of these rights, you can do so by contacting us on secretary@supportedscotland.org or by writing to us at 14 Crichton Way, Cupar, KY15 5YJ or telephone 07801 288225 We will respond to all requests within one calendar month.

 

Right of access: You have the right to request access to a copy of the personal data we hold about you, along with information on what personal information we use, why we use it, how we collected it, who we share it with, how long we keep it for and if it been used for any automated decision making. This is commonly referred to as a ‘subject access request’. You can make a request to access your data free of charge. Requests can be made verbally and in writing, we will ask you to provide evidence of your identity. We can provide the data electronically or verbally, if requested. In some circumstances we may not be able to disclose all of the information we hold about you. An example of this would be if the information we have about you contains data about other people as it may be not appropriate to disclose this to you without their explicit consent. Another example would be if you are exercising this right on behalf of a child, in this instance we would follow the Information Commissioner’s Office on requests for information about children.

 

Right to be informed: You have the right to be informed about the way we collect and use your data. Our Privacy Statement contains clear and transparent information explaining the purpose for processing personal data, how long we will keep your data and who it will be shared with.

 

Right to rectification: If you believe the personal data we hold is inaccurate or incomplete you can ask us to rectify or complete the data. You can also ask us to check the personal information if you are unsure whether it is up-to-date or not.

 

Right to erasure: You have the right for your personal data to be erased from our records so long as there is no overriding legitimate reason to process it (i.e. to comply with a legal obligation).

 

Right to restrict processing: You have the right to limit the way we use your data if you believe your data is inaccurate, or if there is disagreement about whether our use is legitimate or not.

 

Right to data portability: You can ask us to provide you or a third party with the information you have provided to us in a format so that it can be safely and securely transferred across IT environments.

 

Right to object: You can object to us processing your personal data if it is for direct marketing purposes, a task carried out in the public interest or in our legitimate interests.

 

Rights related to automated decision making, including profiling: Automated decision making takes place when a decision is made without any human involvement (i.e. by a computer). We currently do not carry out any automated decision making.

 

Keeping your data up-to-date

We may use information from external sources such as the post office national change of address database and/or the public electoral roll to identify when we think you have changed address so that we can update our records and stay in touch. We only use sources where we are certain that you have been informed of how your information may be shared and used. This helps us make sure we do not have duplicate records and out of date preferences and means that we can continue to contact you, make you aware of changes to our terms or assist you with information about your donation.

If you subscribe to our e-newsletter, on every email you receive from us there is a link to update your preferences or unsubscribe from these marketing communications.

To update your contact information or opt out of communications from SupportED   email  – secretary@supportedscotland.org.

We really appreciate you letting us know if your contact details change.

 

Cookies

 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

 Cookies that we use

 We use cookies for the following purposes:

(a) session – we use cookies to identify you when you visit our website and as you navigate our website.

(b) personalisation – we use cookies to store information about your preferences and to personalise the website for you.

(c) security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials and to protect our website and services generally.

(d) analysis – we use cookies to help us to analyse the use and performance of our website and services.

 Cookies used by our service providers

 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://policies.google.com/privacy. The relevant cookies are: google analytics based.

 

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version.

 Blocking all cookies will have a negative impact upon the usability of many websites.

 If you block cookies, you will not be able to use all the features on our website.

 

Feedback and complaints

Please use the contact form on our website to inform us of feedback you have about the way we process personal data

 

If you wish to make a complaint about our use of your personal data please email us on secretary@supportedscotland.org or write to us at 14 Crichton Way, Cupar, KY15 5YJ. We will respond to your complaint within 5 working days. 

 

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 

Statement dated Jul 23, 2021