GDPR Privacy Notice
CANINE CONCERN SCOTLAND TRUST
Scottish Charity No SC014924
PRIVACY NOTICE – Members and Volunteers
This notice is for members, volunteers and friends of Canine Concern Scotland Trust Scheme (“CCST”). It has been prepared by the Trustees (“Trustees”, or “we”) in their capacity as Trustees of the CCST.
Why we are providing this notice to you
As Trustees we hold certain information about you (“personal data”) which we need to administer CCST. We are required by law to give you certain information about the data we hold about you, how we use it, and what safeguards are in place to ensure it is protected. This notice is designed to give you that information.
The legal basis
The Trustees hold personal data about you in their capacity as data controller for the proper administration of CCST and the Therapet Service. This includes the need to process your data to contact you in relation to your membership of CCST and, where relevant, your participation in the Therapet Service.
The legal basis for our use of your personal data will generally be one or more of the following:
we need to process your personal data to satisfy our legal obligations as Trustees of CCST;
for the legitimate interests of administering CCST and the services it provides; and/or
because we need to process your data to meet our contractual obligations in relation to CCST and the services it provides.
What data we hold, where we obtain it and how we use it
The types of data we hold and process about you includes:
Contact details of name, address, telephone numbers and email address.
Bank details in respect of members to whom we make payments (typically refund of fees or expenses) electronically.
Protection of Vulnerable Groups (“PVG”) Membership number, date of registration and status of membership
Relevant correspondence and document relating to you membership of CCST and your participation in the Therapet Service. Relevant document documentation includes application forms and character references.
All personal detail we hold is obtained directly from you. We do not retain paper or electronic copies of PVG applications nor documents submitted by you to provide evidence of identity. PVG Scheme Records received by us are destroyed immediately after our purpose with them has been served.
We will use this data to administer your membership of CCST and participation in the Therapet Service, and to comply with our legal obligations.
Organisations that we may share this data with
From time to time we will share your personal data with contractors and advisers so that they can provide services that help us carry out our duties, rights and discretions in relation to CCST. These include:
Legal advisers – (currently Mitchells Roberton LLP)
Independent Examiner – (currently Mr M T Soutar of Charles Burrows & Co)
Volunteer Scotland in respect of PVG Memberships
Suppliers of IT and document management services
Bankers – (currently Royal Bank of Scotland)
The organisations referred to above may use the data to perform their functions.
We do not carry out any automated processing for marketing purposes using your personal data and will not share this data with anyone for the purpose of marketing to you.
How long we keep your data
We will only keep your personal data for as long as we need to in order to fulfil the purposes for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive about our administration of CCST, unless the law requires us to keep it for a longer period.
You have a right to access and obtain a copy of the personal data that CCST holds about you and to ask the CCST to correct your personal data if there are any errors or it is out of date. In some circumstances you may also have a right to ask CCST to restrict the processing of your personal data, to object to processing or to transfer or erase your personal data. You can obtain further information about these rights from the Information Commissioner’s Office at: www.ico.org.uk.
If you wish to exercise any of these rights, please contact the CCST office as indicated below. You also have the right to lodge a complaint in relation to this privacy notice or the CCST’s processing activities with the Information Commissioner’s Office which you can do through the website above.
We may update this notice periodically. Where we do this we will inform you of the changes and the date on which the changes take effect.
Please contact the CCST office for further information.
81-85 Portland Street
Edinburgh EH6 4AY
Tel: 0131 553 0034