Friends of the Pentlands – Privacy Notice
We take your privacy seriously. We are a “controller” of the personal information provided to us and this
privacy notice sets out how, why and for how long we will use personal data, as well as who it is shared
with. It also explains the legal rights of data subjects and how to exercise them.
This Notice and the policies it sets out, come into effect on 1 May 2024 and do not affect the rights of data subjects whose personal information has been processed by us before that date.
The Friends of the Pentlands is a Scottish Charitable Incorporated Organisation SC035514.
What we need
When an individual registers as a member, renews their membership, purchases goods from us, supplies goods or services to us or participates in our activities, we may obtain some or all of the following personal information:
● Contact details – e.g. name, address, email address and phone number
● Payment details – bank account number, sort code, card details
● Participation details – e.g. work party membership or participation in activities
● Safety and emergency details – e.g. next of kin, relevant health conditions
● Information from Disclosure Scotland.
Why we need your personal information
Contractual purposes
We need to collect your personal information so that we can manage your relationship with us. We may use your personal information to:
● Provide membership services, including confirmation of membership, renewal of annual subscriptions and distribution of free publications
● Enable the sale of publications and other materials.
Legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
● Provide members and others with news and updates about our activities.
● Organise our activities and manage risk and safety for those who join work parties or attend our events or activities.
● Provide members with opportunities including events, activities and training and attendance at general
meetings.
● Raise awareness of our activities by capturing photos, videos or live streaming at events and we may use such material for promotion, education and development purposes.
● Respond to and investigate your questions, comments, support needs, complaints, concerns or
allegations.
● List those attending general meetings in the minutes of those meetings.
Legal obligations
We are under legal obligations to process certain personal information relating to our members for the purposes of complying with:
● The Protection of Vulnerable Groups (Scotland) Act 2007, which may require us to check that our
volunteers are able to undertake regulated work with children and vulnerable adults
● The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.
● The Charities and Trustees Investment (Scotland) Act 2005 and Regulations made under it which require
us to maintain a register of members, including name, address, date admitted to membership and date on which membership ceased, to hold general meetings and to issue notices.
Who we share your personal information with
We may be legally required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include HMRC, Disclosure Scotland and Police Scotland. We may also share personal information with professional and legal advisors for the purpose of obtaining advice and with our bankers for the purpose of payment transactions. The Scottish Charitable Incorporated Organisations Regulations 2011 require us in some circumstances to disclose certain details of our members and trustees. Where we share personal information with external third parties, we only share the information required for specific purposes. We will not otherwise share your information without your agreement.
Third party suppliers with access to your personal data
We may use external contractors to provide services in the course of which they may process personal
information on our behalf subject to contractual conditions requiring the protection of it. For card payments we use regulated third party payment service providers who meet industry requirements.
How we protect your personal information
Personal information held electronically is password- or otherwise appropriately protected. Such information is accessible only by our authorised officials. Any payment card or bank details will be held securely within the systems operated by our third party suppliers and are not accessible to us.
How long we keep your personal information
As legally required we will normally retain the personal information of former members and trustees for a period of six years after which it will be deleted or destroyed. Where we hold the personal information of non-members it will normally be deleted or destroyed after a period of one year from their last dealing with us or the conclusion of any matter to which the dealing relates. There may be circumstances in which the retention of personal information for longer than those periods will be appropriate.
You have a right to:
● Change your communication preferences or restrict the processing of your personal data for specific purposes.
● Request that we correct your personal data if you believe it is inaccurate or incomplete.
● Access the personal data that we hold about you through a “subject access request”.
● Request that we delete your personal information which we will do if legally permitted but which may be incompatible with the continued provision of membership benefits.
You can contact us by email at contact@pentlandfriends.org.uk.
If you have concerns about our use of your personal information you can make a complaint to us. If you are dissatisfied you have a right to raise a complaint with the Information Commissioner whose contact details are:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: www.ico.org.uk
Helpline: 0303 123 1113
Approved by the Board, 16 April 2024