Whether you are a donor, prospective client or applicant you may be asked to provide certain personal information about yourself including your name and contact details. This information may be used for a number of reasons - to help us understand more about the people who connect with us to ensure we only contact you with information relevant to you; to make appropriate requests of you and; to ensure we detect and reduce fraud and credit risk. We may make use of additional information about you when it is available from external sources to help us to do this effectively.
By submitting an online or paper application you agree to allow Foundation Scotland to retain your personal data on our database in order to process your application. We will use the information you give us to help assess your application and administer any grant we award you. We may also publish this information on our website or use it to analyse our grant making for our own research or through the Foundation for others. We may give copies of this information to individuals and organisations we consult when assessing applications, when monitoring grants and evaluating our programmes. We may also share information with organisations providing matched funding.
We may also collect information about your usage of our website as well as information about you from e-mails or letters you send to us.
We gather statistics around e-news/email opening and clicks using industry standard technologies to help us monitor and improve our newsletter.
The Foundation is registered with the Information Commissioners office and our DP number is Z7356586.
Use of your information
Your information will enable us to provide you with access to all parts of our website and to supply the services you have requested. We will also use and analyse the information we collect so that we can administer, support, improve and develop our business.
In particular, we may use your information to contact you for your views on our services and to notify you occasionally about important changes or developments to our services. Further, where you have consented, we might also use your information to let you know by email about other services which we offer which may be of interest to you. If you change your mind about being contacted in the future, please let us know.
Disclosure of your information
The information you provide to us may be accessed by or given to third parties who act for us for the purposes set out in this policy or for other purposes approved by you. Those parties provide support services on our behalf.
Finally, if our business enters into a joint venture with or is sold to or merged with another business entity, your information may be disclosed to our new business partners or owners.
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Accessing and updating information
You are entitled to see the information held about you and you may ask us to make any necessary changes to ensure that it is accurate and kept up to date. If you wish to do this, please contact us at firstname.lastname@example.org. We are entitled by law to charge a fee of £10 to meet our costs in providing you with details of the information we hold about you.
Foundation Scotland welcomes feedback, both positive and negative on the services it provides. These comments are regarded as a useful tool to enable a review and improvement of the service we provide.
What is a complaint?
A complaint arises when an applicant, grantee, donor, client or other service recipient is dissatisfied with the service they have received from Foundation Scotland.
What to do if you have a complaint
Details should be sent in writing to the Head of Communications at Foundation Scotland, Empire House, 131 West Nile Street, Glasgow, G1 2RX unless your complaint concerns a senior manager, in which case you should send your complaint to the Chief Executive at Foundation Scotland, 15 Calton Road, Edinburgh, EH8 8DL.
Your letter should state:
What the complaint is about.
Member(s) of staff and any other people involved.
When the event about which you are complaining occurred and if it is still happening.
If you have spoken to anyone at Foundation Scotland expressing dissatisfaction before making a complaint.
What will happen when your complaint is received?
You will receive an acknowledgement within five working days from the date of receipt of the complaint advising you who is dealing with your complaint and when you may expect a fuller response.
The person responsible will investigate all aspects of your complaint, allowing others involved to make their contribution, possibly returning to you for supporting information or evidence.
They may also seek an independent review by a third party.
A response with details of any action taken or recommendations for further action will be sent to you within the proposed timescale. If it is not possible to provide a full response within this time you will be advised and an interim response given including details of action still to be taken.
What to do if you are still not satisfied
Should you still be dissatisfied, you may ask for your complaint to be reviewed by the Chief Executive. If the initial response was from the Chief Executive, then you may ask for your complaint to be reviewed by the Chair of Trustees.
Contact: Tom Ward, Chair of Trustees, Foundation Scotland, 15 Calton Road, Edinburgh, EH8 8DL
Foundation Scotland will maintain a complaints register.
This is reviewed annually by the Head of Communications and where appropriate, the Chief Executive will make recommendations for changes in policy or practice.
Reporting compliments or positive stories to us
In addition to complaints, Foundation Scotland would like to hear any positive comments you may have. Sharing these will enable other organisations to benefit from any ideas or processes that have been particularly helpful or successful.
Changes to our policies
Any changes to our privacy or complaints policy in the future will be updated on the website, and where appropriate, you will be advised through email notification.