Privacy Policy Saltire Society Website Privacy Policy The Saltire Society (collectively “we” “The Society” “us” “our”) is a registered Charity SCO 04962. Our registered address is 9 Fountain Close, 22 High Street, Edinburgh, EH1 1TF, Scotland. Please read the Privacy Policy carefully. Date of last update: 12 April 2021 The Saltire Society takes privacy seriously. Our privacy policy explains how we use any information, including personal information we collect about you when you visit our website or engage with one of our projects, Awards or services. In all instances detailed below the Society is the data controller. As a registered charity, we are required by OSCR to keep a register of Members and Trustees of the Saltire Society, which includes personal data such as your name, your organisation, address, the date you registered (and ceased) to be a member. If your membership expires, we will retain your personal data for no more than 12 months after we have been notified. What information we may collect from you Name Contact information, including home and work email address(es) Demographic information such as postcode Specific information on application forms such as social media handles. Photographs for our website and social media Details of events attended, engagement with our projects or services Under the transparency provisions of the GDPR, we need to give you: our intended purposes for processing the personal data; and the lawful basis for the processing. How will we use this information about you? We require this information to better understand your needs, suitability for awards/bursaries , to comply with our legal and funding obligations, and to provide you with a better service and in particular for the following reasons: Internal record-keeping for membership and award/bursary purposes We may use the information to improve our services The Saltire Society will not share your information with third parties unless you specifically opt in to this. Page Break Membership When you join the Saltire Society as a member, we store the information outlined above in order to keep accurate member records, enable appropriate marketing of activities and opportunities, send membership reminders, create member lists and send surveys. If your membership expires or you step down as a member, we will retain your personal data for no more than 12 months after we have been notified. Marketing We would like to send you information about projects, awards, bursaries and services of ours which may be of interest to you. If you have consented to receive information from our Headquarters either via email or post, this will be the channel of communication used. You have a right at any time to stop us contacting you. If you no longer wish to be contacted, email us at [email protected] Individuals and companies applying for an award of bursary When individuals or companies apply for an award or bursary, they submit their information in an application form, provide details of their project/proposal etc and, when required, an outline of the project's cost. Any personal information that is provided in an application and during any project that has been commended or awarded, are used only for the purpose of reviewing the specific application and the ongoing administration and management of any bursaries, awards that are given. We may also publish information about projects on our own website, including the amount of funds awarded and the recipient of the award/bursary etc. The data from unsuccessful applications will be retained for no longer than 12 months following the final meeting of the awarding panel. Retention of Personal Data If you have booked onto one of our events we will retain your data for recording purposes and where applicable for payment purposes. We will maintain your full record for as long as necessary for any foreseeable audit or statistical return, generally lasting no longer than twelve months post-event, after which it will be deleted from our systems. Access to your Information and Correction The Saltire Society tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a 'subject access request'. If we do hold information about you we will: give you a description of it tell you why we are holding it tell you who it could be disclosed to let you have a copy of the information in an intelligible form If you would like a copy of some or all of your information please email us at [email protected] or write to us at the following address: The Saltire Society, 9 Fountain Close, 22 High Street, Edinburgh, EH1 1TF You are entitled to have personal data corrected if it is inaccurate or incomplete. We will respond within one month of your request. You may request the deletion or removal of personal data where there is no compelling reason for its continued processing, and/or to prevent processing in specific circumstances: Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed When you withdraw consent When you object to the processing and there is no overriding legitimate interest for continuing the processing When the data was unlawfully processed When the personal data has to be erased in order to comply with a legal obligation Complaints or Queries The Saltire Society aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below. If you want to make a complaint about the way we have processed your personal information, you can contact the statutory body which oversees data protection law www.ico.org.uk/concerns Cookies Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in few cases some of our website features may not function as a result. The Cookies this website uses are: Cookie Name Used by Description Expiration @@History/@@scroll|# Website Used by AppInsights to allow for monitoring of the platform database. It does not contain any personal information and is used only for analytical purposes. End of session _ga and _gid Google Analytics Used to distinguish between website users in Google Analytics. 2 years _gat Google Analytics Used to moderate calls to the Google Analytics service. It does not contain any personal information and is used only for analytical purposes. End of session ai_session and ai_user Website Tracks users as they navigate the website predominately for infrastructure performance insights. It does not contain any personal information. End of session p.gif Typekit Used by the font provider, Typekit, if you are using one of their fonts. Used for compliance and billing purposes only. It does not contain any personal information. End of session __utma Google Analytics Stores the amount of visits of a user, the time of their first visit, the previous visit, and the current visit. It does not contain any personal information and is used only for analytical purposes. 2 years __utmz Google Analytics This performance cookie stores where a user came from (eg. search engine, search keyword, link). It does not contain any personal information and is used only for analytical purposes. 6 months __unam ShareThis Set as part of the ShareThis service and monitors "click-stream" activity, e.g. web pages viewed, navigation from page to page, time spent on each page etc. The ShareThis service only identifies a user if they have separately signed up with ShareThis for a ShareThis account and given them consent. Checks how long a user stays on a site: when a visit starts, and ends. It does not contain any personal information and is used only for analytical purposes. 14 months cc_cookie_accept Website Stores whether the user has accepted the cookie message or not. It does not contain any personal information and is used only for analytical purposes. 365 days _BEAMER_XXXXXX Beamer Tracking for what product announcement posts have been seen by the current logged in user in the manager. 1 year _plantrack Planhat Provides analytical information about the current platform user to Planhat (our CRM) in order to improve your experience working with us. 1 year Marketing cookies Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. Cookie Name Used by Description Expiration NID Google Registers a unique ID that identifies a returning user's device. Can be used for targeted ads. It does not contain any personal information. 6 months collect Google Analytics Used to send data to Google Analytics a user's device and behaviour. It does not contain any personal information. End of session r/collect Doubeclick.net These cookies are managed by DoubleClick, an advertising platform we use to display adverts. End of session IDE, DSID, _ct_rmm Doubleclick.net These cookies are managed by DoubleClick, an advertising platform we use to display adverts. 2 years DisplayName Website Keeps track of a donors preference to show their name during a Direct Debit. End of session VISITOR_INFO1_LIVE Youtube Used by Youtube if you've embedded a Youtube video in your posts. Tries to estimate a user's bandwidth on pages with integrated Youtube videos. It does not contain any personal information. 179 days YSC Youtube Used by Youtube if you've embedded a Youtube video in your posts. Registers a unique ID to keep statistics of what videos from Youtube a user has seen. It does not contain any personal information End of session