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Privacy Notice

Introduction

Who are we?

Why do we need your data?

Whose information do we collect?

How do we collect information from you?

What type of information is collected and why?

What are cookies and what do they do?

How long do you keep my data for?

Is my personal data securely stored?

Who has access to my data?

Will my personal data be shared with third parties?

Our responsibilities

Your rights

Contacting Us 

Introduction

At Foundation Scotland we’re committed to protecting any personal information you share with us, or that we receive from other organisations, and keeping it safe.

Please read the following notice to understand how your personal information will be treated.

We are subject to the legal jurisdiction of Scotland and any data protection legislation that applies in that jurisdiction.

For the purpose of the Data Protection Act 1998 (DPA) and the General Data Protection Regulation 2016(GDPR), the Data Controller is Foundation Scotland.

Who are we?

Foundation Scotland is an independent charity registered in Scotland with the Office of Scottish Charity Regulator [registration number SC022910] and a company limited by guarantee [company number SC152949].

We are a member of the UK Community Foundation network and are quality accredited by the United Kingdom Community Foundation.

Why do we need your data?

We were established to strengthen local communities by providing a source of funding to community led projects the length and breadth of Scotland; connecting people and organisations with good causes.

In order to do this effectively we work with a range of individuals, groups, and businesses. We use the knowledge we have about people – personal data - only for the purpose of furthering the work of the Foundation now and in the future.

We understand our responsibilities as stewards of this data and will protect your privacy. This notice describes how we do this.

Whose information do we collect?

We hold data on individuals who have given financial or other support to Foundation Scotland, those who might do, and those who apply to Foundation Scotland for funds, whether on behalf of an organisation or personally.


How do we collect information from you?

The majority of the information we hold about you has been provided directly to us by you. Examples include when you enquire about our activities; make a donation; set up a fund; apply for funding; apply for a job or volunteer Panel position or attend events organised by us.

We may also receive information about you from someone else. Examples include where existing supporters feel you may be interested in supporting our work and suggest your name to us or data collected via a service provider like Just Giving or Virgin Money Giving.

In some cases we may collect data from publically available sources. Examples include information gathered from news articles or on-line media, including social media like Facebook. LinkedIn or Twitter. We may also use publicly available directories and similar information such as the Royal Mail’s National Change of Address database and Companies House.

What type of information is collected and why?

The data we collect depends on the nature of our relationship with you. At any time you can ask us to see what information we hold about you, ask us to correct or update information, or ask us to delete the information we hold.

For Clients, Donors and Supporters.

In order for us to ensure that your contact details are up to date, to help plan our development activities and to ensure that appropriate due diligence is carried out to safeguard the assets and reputation of Foundation Scotland, we may need to keep the following information about you:
• Your name
• Contact details including your address, telephone number(s) and email address
• Information about how you like to be contacted
• Information about your interests
• Profiling information such as your age, gender identify, and ethnic group
• Information about organisations you may have links to
• If you are a current UK tax-payer (for Gift Aid purposes)
This information will be stored in a way that enables us to keep track of your donations, process gift aid declarations, and monitor fund balances where applicable. It helps us to ensure any money you donate is spent in accordance with your wishes.

For Grantees and their representatives

In order to solicit and process applications for funding from Foundation Scotland we collect personal information from people representing the groups we support or who apply for funds or about individuals who apply for funds. This will include:-
• Your name
• Contact details including your address, telephone number(s) and email address
• Information about how you like to be contacted
• Information about your connection to the beneficiary or applicant organisation
• Profiling information such as your age, gender identify, and ethnic group
• Information about other organisations you may have links to

Communications

We will from time to time use this information to communicate with our clients, donors and supporters. When we do so, we will be processing your data in line with one of the legal bases permitted by current data protection legislation. In most cases this will be because we have a legitimate business interest in contacting you as a donor, supporter, or fund recipient (or a representative of a fund recipient), but in a small and very specific number of cases you have given us specific consent to do so. You can withdraw consent at any time by following the unsubscribe link in our emails, or by contacting us.

What are Cookies and what do they do?

What is a Cookie?

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

What information is captured by cookies?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

You have the ability to accept or decline cookies by modifying the settings in your browser. For example, in Internet Explorer, you can go to Tools and Internet Options, where there is the option to change your settings to disable cookies. However, you may not be able to use all the interactive features of our site if the cookies are disabled. You also have the ability to delete cookies that have been installed in the cookie folder of your browser. To do this you should search for “cookies” in your “Help” function for information on where to find your cookie folder. Unless you have adjusted your browser settings so that it will refuse cookies, our system will issue cookies when you log on to our Site. To prevent Google Analytics cookies being set, you may install the Google Analytics Opt-Out Browser Add-On by clicking on this link https://tools.google.com/dlpage/gaoptout and following the instructions. Most web browsers allow some control of most cookies through the browser settings.

How do we use Cookies?

We sometimes use ‘pop up’ messages (like the one that tells you about the cookies on this site) to make sure our visitors are aware of important information. If you choose to acknowledge the message, the pop up will no longer appear when you visit the site. These kinds of messages include a cookie that ‘remembers’ you have already acknowledged the message when you visit.

Google Analytics – Google - sets these cookies on our Website. These cookies are used to collect information about how visitors use our site. Google stores the information collected on servers in the United States. Google may transfer this information to third parties where required to do so by law, or where third parties process the information on Google’s behalf. Google state that they will not associate your IP address with any other data held by them.

We sometimes embed videos from YouTube using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. To find out more please visit YouTube’s embedding videos information page: https://support.google.com/youtube/answer/171780?hl=en-GB

How long do you keep my data for?

We will keep data for as long as is needed to complete the task for which it was collected. Relationships between donors, fund recipients and Foundation Scotland are often long term, and so we expect to keep your data for as long as the relationship exits, or until we no longer need it.

Is my personal data securely stored?

We store personal data primarily in electronic form with paper records being scanned- and then destroyed - wherever possible. Electronic records are all held in secure servers with strong password protection. Paper records are held securely in our office or, in the case of archived information held for legal compliance, in a secure area of our office buildings.


The primary electronic systems we use to process your personal information include:

  • Our customer relationship management system, currently Salesforce, and related systems such as dotmailer
  • Our financial system, currently Access Dimensions
  • Emails, documents, and spreadsheets held on local devices or cloud-based servers

Non-sensitive details, such as your email address, when transmitted normally over the internet, can’t be guaranteed to be 100% secure. Whilst we take all possible means to protect your personal information, we cannot guarantee the security of any information you transmit electronically to us, and you do so at your own risk.

Where we have given you a password to access certain parts of our website, you are responsible for keeping this password confidential, we ask you not to share this password with others.

Who has access to my data?

Staff, Board and Committee Members at Foundation Scotland will be granted access to your personal information only where it is necessary for them to carry out their duties as employees, Trustees or Committee members.
All staff are given training in data protection and are required to comply with our internal data protection policy.

Will my personal data be shared with third parties?

We will only ever share your personal information with third parties where it helps us to carry out our business functions and charitable activities or where we have a legal obligation to do so. We will never sell or trade your information with third parties.

Third parties we may share your data with include:

  • Our software suppliers, for example in processing communications sent to you
  • Our Web Masters, who collect, process and store data in the performance of their contract with us
  • Our bankers (for payments to fund recipients who are individuals)
  • UK Community Foundations, for grant monitoring purposes
  • HMRC on Gift Aided donations since we have a legal obligation to provide this information
  • We will share information on fund applicants with fund panel members and donors. We will however redact personal information to the greatest extent possible. We will also publish data on fund recipients for groups/organisations (amounts/name of group/purpose) but we anonymise details for any individual recipients
  • We will use external assessors to assess some of the applications we receive. We will however redact personal information to the greatest extent possible
  • We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to send a newsletter. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than that which we have requested
  • We may share basic information on the attenders at an event or function or meeting with the host or other person who is supporter of Foundation Scotland

When donating you are using our chosen secure online facility, your donation is processed by a third party who specialise in the secure online capture and processing credit/debit card transactions. It you have any questions regarding secure transactions, please contact us.

Some of our suppliers run their operations outside of the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside of the EEA.

Our responsibilities

The law requires us to tell you the basis on which we process your data.

Some activities may require your consent. If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.

Other activities are carried out to fulfil a contract or agreement. Examples include holding funds or organising an event. Each requires us to know who you are and to process your information in order to do the thing you have asked us to do. In these instances we will process your data based on that contract.

If personal data is required to be collected and processed in order to comply with the law, then consent is not required. This is the case for some data related to taxation.

In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental rights and freedoms are not overridden”. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.

We will keep data for as long as is needed to complete the task for which it was collected. Relationships between donors, fund recipients and Foundation Scotland are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.

Your Rights

The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows:

Where our use of your data requires consent, you may withdraw this consent at any time.

Where we rely on our legitimate interest to process data, you may ask us to stop doing so.

You may request a copy of the data we hold about you.

You may change or stop the way in which we communicate with you or process data about you, and if it is not required for the purpose you provided it, then we will do so. Activities like processing Gift Aid donations, or managing Fund Agreements, may mean we can’t entirely stop processing your data. However, we will always endeavour to comply with such a request.

If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner. https://ico.org.uk/

Contacting us

If you have any questions about this privacy policy, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us:
Chief Finance and Operations Officer, Foundation Scotland, 15 Calton Road, Edinburgh EH8 8DL
T: 0131 524 0323
E: informationsecurity@foundationscotland.org.uk

 

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