Personal Data We Collect

We collect the following data about you:

your name, e-mail address, contact details and communication preferences when you complete forms on our website;
a range of information about you in our volunteer registration form which is optional and only used to help you to volunteer;
your online browsing activities, your IP address (computer internet address) and your approximate location (as determined by your IP address) in conjunction with Google Analytics (more details below).

Our website is not intended for use by children and as such we do not knowingly collect data relating to children.

How we protect your data

We are committed to keeping your data secure. We use encryption for web traffic to and from our website and we store any data provided through our website in secure computer systems that only authorised staff and volunteers have access to.

Our data is backed up and we have secure systems in place to prevent hackers, viruses and similar from accessing our systems and data.

We also have a range of policies and procedures for our staff and volunteers, with ongoing training, to ensure your data is kept safe and only used in accordance with this Privacy Notice.

We use your data for four reasons:

to provide information, support and services to you;
to manage customer service interactions with you;
to subscribe you to our mailing list and send you relevant information by e-mail;
to analyse how our website is used, so that we can improve it and report anonymised visitor numbers and analysis for performance reporting and to funders.

How we use your data

When and how we might share your data

We will never sell your personal data. We share limited data for limited purposes. There are four different sets of data sharing involving personal data collected through our website:

Cookie/visitor behaviour – we share this information with Google Analytics (see further details below);
Contact information you provide for booking our events – we share this information with Eventbrite, the third party event booking software we use. Their Privacy Policy can be accessed here;
Contact information you provide for our mailing list – we share this information with MailChimp, the third party mailing list software we use. Their Privacy Policy can be accessed here;

Contact information you provide to seek help/support/request information/provide feedback/make a complaint – we store this in computer systems provided by third parties for processing, storage and archive purposes. The agreement we have in place with them prevents them from using or sharing your personal data for any purpose.

What platforms we use:

Airtable (see Airtable Privacy Notice):

Equality Calendar submissions
Equality Testers registrations
Fife Council Equality Outcomes feedback
ME60+ Project registration of interest

Microsoft Forms (see Office 365 Microsoft Forms Privacy Notice) for:

Community Concerns reporting
Equal Opportunities Monitoring (Anonymous)
Surveys and consultations

How long we keep your data

We only keep your data for as long as we need to. More specifically:

website visitor data (Google Analytics) – we will retain your data for 26 months;
mailing list subscription – we will retain this data until you unsubscribe from our mailing list (every mailing list e-mail you receive from us will have a link allowing you to easily unsubscribe);
customer enquiry information – we will retain this for not more than 2 years after you last contacted us – we only keep personal data for the current financial year and the previous financial year.

Transferring data outside of the European Economic Area (EEA)

We are required to tell you if we transfer data outside of the EEA. Information we collect with Microsoft Forms is stored in Durham and London, England.

Airtable, Eventbrite and MailChimp participate in and have certified their compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S Privacy Shield Framework. All Personal Information received from European Union (EU) member countries and Switzerland, respectively, in reliance on each Privacy Shield Framework, to the Framework’s applicable Principles.

To learn more about the Privacy Shield Frameworks, and to view certifications, visit the U.S. Department of Commerce’s Privacy Shield website: https://www.privacyshield.gov/welcome.

A list of Privacy Shield participants is available at: https://www.privacyshield.gov/list.

Legal basis for using your data

We generally rely on your consent to use your personal data in relation to monitoring website usage and sending you direct e-mails through our mailing list, or providing customer care, information or support should you choose to contact us directly through our website.

We also process your data because it is in our legitimate interests that we do so, namely:

promoting, marketing and advertising our products and/or services;
sending information to you by e-mail or text message about our products and/or services;
collating website usage figures and analysis (which are entirely anonymised) for performance reporting and reporting to our funders;
understanding the behaviour of visitors to our website so that we can improve our website and/or the products and/or services we provide;
protecting the Organisation, our staff, volunteers, funders, partners and clients/customers/service users by taking appropriate legal action against third parties who have committed criminal acts;
fulfilling our duties to our customers/clients/service users.

Cookies

We use cookies on our website to collect information from visitors. We collect information on pages viewed.