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.
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.
We collect the following types of data:
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.
In most cases we collect your data directly from you. We collect data and process it when you:
We also receive your data indirectly from the following sources:
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.
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.
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.
From time to time we may share your personal information with the following third parties for the purposes set out above:
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.
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).
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.
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).
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.
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
Telephone: 0303 123 1115
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.
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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.
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.