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Privacy Policy

At Forces Children Scotland, we take your data privacy seriously.  In order to provide you with our services we collect and use personal data which means that we are a ‘Data Controller’ and we are responsible for and committed to protecting your privacy and complying with the UK General Data Protection Regulations (GDPR), Data Protection Act 2018, the EU General Data Protection Regulations where applicable and any subsequent laws or regulations applicable.

In this Privacy Notice, we want to inform you about what information we collect, how we use it and what rights individuals have in relation to the collection and processing of their personal data.

Our Contact Details:

Forces Children Scotland


Tel: 0131 322 7350

If you have any questions in respect of this Privacy Notice or how we manage your personal data, please contact us using these details.

Whose information do we collect?

We collect personal data in the course of delivering our services.  This can belong to our applicants, trustees, sponsors, fundraisers, volunteers, participants in our projects and programs, consultants, enquirers, contractors, associates, suppliers and individuals nominated as points of contact.

What personal data do we collect and process?

We collect the following types of data:

  • General contact details such as, Name, Address, email address, Telephone number
  • Date of Birth
  • Service History and Dates
  • Identification information such as Passports, Driving Licence, Birth Certificates
  • Personal Circumstances and information related to funding requirements
  • Title or Role of the person whose information we are processing
  • Details of Services, Advice, Funding and Support provided to you
  • General Communications between you and us
  • Financial Details – such as evidencing incomes, payment or bank details
  • For recruitment: Work and Education History
  • Information obtained through our use of cookies (please see our Cookie Policy)
  • Your marketing preferences

Special Categories of Personal Data that we collect:

  • When collecting information relating to your personal circumstances to consider applications for funding, support or training this can include Special Categories of Data including:
  • Medical Conditions / Disabilities and History, ethnicity, Sexual orientation, behavioural information, criminal convictions

Where we collect this kind of special category information we do so only with the consent of the person.

As an extra condition it is also in significant public interests in delivering our service and support.

How we collect your information

In most cases we collect your data directly from you.  We collect data and process it when you:

  • Complete an online ‘contact us’ form
  • Provide information during a meeting or consultation
  • Submit an application or enquiry to us
  • Speak to us on the telephone to discuss or use our services
  • Attend one of our workshops, programmes or training sessions
  • Email or write to us
  • In relation to potential employment with us:
    • Send us a CV
    • Complete an application form
    • Attend an interview

We also receive your data indirectly from the following sources:

  • Applicants who provide qualifying parent information
  • Social Media Sites including LinkedIn
  • Public sources – demographic data, Market Research
  • Publicly available company data sources such as Companies House where required
  • Referral from a business contact
  • Or if you are nominated as an attendee at one of our workshops, programmes or training sessions we may receive your data from your school, employer or parents
  • If you are nominated as a point of contact by your organisation we will receive your contact details from your employer

Please Remember: Where you provide any of this information relating to or on behalf of another individual such as a nominated contact, you must remember to ensure that you have the consent of the individual and provide them with a copy of or access to this Privacy Notice.

Why we do we collect your information?

Where we collect and process personal data, we always need to identify both our reason for using it (our purpose) and make sure we have a legal basis to do that.  There are 6 possible legal bases which are:

Consent – where we have consent from the person to the processing of his or her personal data for one or more specific purpose

Contract – where the processing is necessary for the performance of a contract (when we work with you we sometimes have a contract with you to deliver what we agreed) to which the person is involved or to make sure we do what’s needed before we enter into a contract with them

Legal Obligation – The processing is necessary for compliance with a legal obligation to which we are subject

Vital Interests – Where the processing is necessary in order to protect the vital interests of the data subject or another natural person

Public Interest – Where the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Legitimate Interests – Where the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal date, in particular where the data subject is a child.

Our purpose and legal basis (which is always one of those above) for the information we collect, and process allows us to:

Our Purpose for Processing Our Lawful basis
To understand what you need before we agree to provide you with a contract for services, funding, support or training This is needed to make sure we can agree to a Contract of support with you or in the case of a minor we rely on consent
To make sure any information you give us is correct This is needed to make sure the contract and service works the way it should for you. Or in the case of a minor, we rely on consent
To deliver our service and support to you This is needed to make sure the contract and service works the way it should for you. Or in the case of a minor, we rely on consent.
To understand your circumstances and establish suitability for appropriate funding, support or programs when you apply We request your consent when you are providing details of your circumstances
To make sure our organisation runs well and improves It is in our legitimate interests to use your personal information to make sure we keep getting better at what we do.
To let you know about you about changes to our service It is in our Legitimate Interests keep you up to date about any changes that may affect you
To record online workshops or training to develop and advance our services It is in our legitimate interests to record our workshops to see if we can make them better
For email and text marketing to potential new sponsors or fundraisers at limited companies It is in our Legitimate Interests to use personal business email addresses for marketing purposes
To make sure we comply with the law and any rules that apply to us To comply with our Legal Obligations
To carry out background and reference checks in relation to recruitment The processing is necessary when considering an employment Contract
To communicate with you about a potential or existing contract (for service or employment) The processing is necessary for the performance and compliance with any Contract of employment
To conduct research and influence policy change at government level and good practice across the sector It is in our Legitimate Interests to use your personal information to make sure change is affected for vulnerable groups.  We anonymise all information used for this purpose.

Legitimate Interests – Where the processing of personal data is based on our Legitimate Interests, it is to improve on our service, security and prevent fraud or illegal activity in favour of the wellbeing of our customers, employees and shareholders.

Direct Marketing

We will only send you marketing information if we have your consent.

We will never share or sell your information to any other party for marketing purposes.

Where we rely on your consent for any of our purposes you have the right to withdraw this consent at any time by contacting us using the details at the beginning of this notice.

Who do we share your information with?

From time to time we may share your personal information with the following third parties for the purposes set out above:

  • Our Accountants or Payment Service Providers
  • Associates and Contractors who help to deliver services on our behalf
  • Lawyers and other Professional Services that we need to use from time to time
  • Software, App and Cloud storage services
  • Payment Services and Software Facilities
  • Police and Law Enforcement agencies where reasonably necessary for the prevention or detection of crime
  • Medical Professionals and Local Authorities where we have consent to do so
  • Other welfare agencies where we have your consent to do so
  • Regulators and governing bodies such as HMRC where we required to
  • Selected Third Parties in connection with any future takeover or disposal of our organisation

We will sometimes record online workshops for training and development purposes, however we will always let you know in advance if this is the case and you will have the option to set put your camera off or take your name out of the settings.

International data transfers

With today’s modern technology including Cloud Storage and Software, sometimes your personal data can be located outside the country you live in.  In some countries the laws on data protection might be different.

Where this is the case, we make sure that additional safeguards are in place to help protect your information including making sure those countries have a decision of adequacy under the UK GDPR (where it has been agreed that the information is ok to transfer) or those firms have entered into standard contract clauses (where they commit to protecting your information).

Automated decision-making or Profiling

We do not process personal data for automated decision making or profiling meaning that no computerised system or function will make decisions on your eligibility for support or funding from us.

How Long do we keep personal data for?

We will keep personal data in accordance with the law but never for longer than is necessary.  The time period can will depend on the reason we collected the information in the first place.  For example, if we collected it to process an application or agree a contract with you, we will keep that for a minimum of 7 years.  Where we collected your consent to send you marketing information, we will only keep that for 2 years from the last time you agreed.  After that, Subsequently, we delete your personal data, unless we are legally obliged to keep it (e.g. for tax, accounting or auditing purposes).

Where required by Statutory, contractual or other similar obligations

Corresponding storage obligations may arise, for example, from laws or regulation. It may also be necessary to store personal data regarding pending or future legal disputes. Personal data contained in contracts, notifications and business letters may be subject to statutory storage obligations depending on national law.  Where this is the case will retain the data in accordance with our obligations.

Your Rights as a data subject

As a data subject, you always have rights in relation to your information.  These are:

The Right to Access – You have the right to request details of personal information held or processed and to copies of this data.  We do not usually charge for this service.

The Right to Rectification – You have the right to request that any information be corrected that you believe is inaccurate or to complete any information that you believe is incomplete.

The Right to Erasure – You have the right to request that we erase your personal information under certain conditions

The Right to Restrict Processing – You have the right to request that we restrict the processing of your personal data under certain circumstances

The Right to Object to Processing – You have the right to object to our processing of your data, under certain conditions.

The Right to Data Portability – You have the right to request that we transfer the data that we have collected to another organisation or directly to you, under certain conditions.

You also have the Right to Withdraw Consent where you have previously provided this at any time.

To exercise any of these rights, or if you have a complaint, please contact us using the contact details at the beginning of this notice.

You also have the right to complain to the Supervisory Authority.  In the UK, where you wish to report a complaint or feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office at:

The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk

Telephone: 0303 123 1115


Contractual Obligations and Consequences

In some circumstances, the provision of personal data is partly required by law (for example, tax regulations, employment and legal obligations) or can also result from contractual provisions (but not in the case of those under 18 years of age).  This means that it may sometimes be necessary to conclude or fulfil a contract, that the personal data be provided.  In those circumstances where the data is not provided or where certain rights are exercised, (Erasure, Object) there is a possible consequence that the contract could not be fulfilled or concluded and may be cancelled.

Cookies & similar technologies

When you visit our website, we use cookies and similar technologies to provide you with a better, faster and safer user experience or to show you personalised advertising. Cookies are small text files that are automatically created by your browser and stored on your device when you visit or use the Website.   For full information on our use of cookies and how to manage them, please see our Cookie Policy

To learn more about how to manage your browser cookie settings in general please see

Remember: When clicking on external links via our website or when you find us via social media platforms, you are visiting or redirected to those websites.  We have no control over the privacy settings on these websites or the cookies they set, so please remember that you should read their privacy policies and cookie controls separately.

Data security

We try to protect your personal data through technical and organisational ways to minimise risks associated with losing data, people accessing information who shouldn’t and any sharing or changing of the information without us agreeing to that.

To help do this we store records in cloud-based services which have controlled and restricted access.  We also operate internal policies and procedures detailing physical security, cloud storage security monitoring, access control and password security measures.

Changes to our Privacy Notice

All organisations change from time to time.  At Forces Children Scotland we keep our Privacy Notice under regular review.

This Privacy Notice was last updated on 10th August 2022.