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.
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 saltire@saltiresociety.org.uk
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 saltire@saltiresociety.org.uk 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