What personal information we need from you:
When individuals complete a booking form or registration form to hire the Centre, or ask us to note your interest in volunteering or in pending activities, we will ask you for all of some of the following information:
Contact details – name, address, email address and phone number
Why we need your personal information:
1. Contractual purposes:
We need to collect the above personal information so that we can manage your bookings.
2. Legitimate purposes:
We need to collect the above person information for volunteering activities or to let you know when the matter you have expressed an interest in has arisen.
3. Legal obligations:
We are under a legal obligation to process certain personal information relating to our Board members for the purposes of complying with obligations under:
The Charities (Scotland ) Act 2005 to maintain a register of our Board members, which includes name, address, date admitted to the Board and date such membership ceased.
Who we share your personal information with:
Instructors and event organisers receive details of course/activity participants. Otherwise, we will not normally share your personal data with anyone but, if the need arises, we will contact you with reasons and request permission.
The Legal Basis of holding your personal information is:
Consent, by way of booking form, registration form or note of interest form.
How we protect your personal information:
Your personal information is stored in paper form or in a Personal Information Database in Excel format on Google Drive. This is a secure environment on a separate standalone server and is managed by our Data Protection Officer. Your data is accessed by our volunteers only for the purposes set out above.
How long we keep your personal information:
We only keep your personal information for as long as necessary for the purpose of administration. Unless you ask us not to, we will normally review and delete your personal information after two years. This period is longer for Board members, in order to comply with the Charities (Scotland) Act 2005, or longer if required by funders.
You have the right to:
· Change your communication preferences or restrict the processing of personal data for specific purposes.
· Request that we correct your personal data if you believe it is inaccurate or incomplete
· Request that we delete your personal information.
· Access the personal data that we hold about you through a ‘subject access request’.
· If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk