Privacy Policy

To enable us to undertake our charitable objectives we collect and use personal information about individuals. We recognise the trust placed in us by individuals whose information we use.

It is important to us that we are open and honest about the way we use information and we are committed to ensuring that we do so in a manner that is both lawful and respects your privacy.

This notice applies to the general public, our children and families, supporters, employees, volunteers, contractors and customers.

This privacy notice sets out the details about how we collect, use and look after information (known as processing) and what you can expect from us.

The information we collect and the reason for collecting it is different for different groups of individuals.

This policy includes:

  • Your rights as an individual
  • Contacting us about your information.
  • The information we collect and use
  • How we keep your data safe and how we share that information
  • How long we keep information about you
  • Changes to this Policy

Your rights as an individual

We feel it is important that you are aware of your rights as an individual.

  • The right to be informed – you have the right to be told about how and when your personal information will be used. Our aim is that this notice, in conjunction with statements on other materials, provides a clear and transparent description of how your information will be used.
  • Right of access – you have the right to request a copy of the information that we hold about you (this is also known as a ‘Subject Access Request’).
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. You should be aware we are required to keep most information for a minimum period of time.
  • Right to restriction of processing – where certain conditions apply you have the right to restrict our processing of your information.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing including profiling. You have the right to ensure decisions about you are not automatically made by a system or technology.

If you have any concerns or questions about your rights as an individual please contact us. You are entitled to an independent review of our actions should you have a concern or feel we have not respected your rights.

If you feel this is the case you can register your concern with the UK Information Commissioner’s Office. Details on how to do so can be found here on their website (https://ico.org.uk/concerns) or by calling 0303 123 1113.

Contacting us about your information

Your personal contact details are used in order for us to manage our relationship with you. To make it easier for you to contact the correct person at the Scottish Cot Death Trust, we have included contact information within the Support, Fundraising, Volunteers and Staff sections in this document. General enquiries can be directed to:

Lynsay Allan
Executive Dircetor

Scottish Cot Death Trust
5th Floor (5B)
West Glasgow Ambulatory Care Hospital
Glasgow
G3 8SJ

Tel: 0141 357 3946


Email: [email protected]

The information we collect and use

Depending on your relationship with us, the services you use and the way in which you support us, the information we hold about you may include the following:

  • Your personal details (such as your name, e-mail address, telephone numbers, work address etc);
  • Details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
  • Our correspondence and communications with you;
  • Information about any complaints and enquiries you make to us;
  • Information we receive from other sources
  • Information used to identify you or devices you use such as IP addresses, MAC addresses or cookies etc.

How we keep your data safe and who has access

  • We ensure that there are appropriate technical controls in place to protect your personal details; for example our online forms are always encrypted and our network is protected and monitored.
  • We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers and contractors.
  • We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
  • We will only ever share your data in other circumstances if we have your explicit and informed consent.

How long we keep information about you

  • We realise it is important for you to know and understand how long we will keep and use your data. We are required by certain laws and regulations to maintain records for certain periods. Once your information is no longer required it is disposed of securely. We have included retention schedules within the Support, Fundraising, Volunteers and Staff sections in this document Changes to this

Policy
We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the Scottish Cot Death Trust Website or by contacting you directly.

Support services

Your rights as an individual

The information we collect and use

  • The most important reason for us to hold information is to help us give you the very best bereavement care. It helps our team to see the most up to date information and saves you having to repeat things to lots of people.
  • With your consent, your information is also shared with other professionals who work with you such as your Scottish Cot Death Trust community support worker who was assigned to support you. We also share your contact details with bereavement counsellors and play therapists contracted to work with us, if we have made a referral to these services for you. If you have requested befriending, your name and contact details will have been passed to them also, with your consent. You have the right to refuse to allow us to share information with professionals. Unless, it is a matter of child or vulnerable adult protection.
  • We sometimes review bereavement care to audit the standards of care provided by the Scottish Cot Death Trust against accepted best practice. Audit results are published and/or presented in an anonymous format so that individuals cannot be identified.
  • Our external regulators, the Office for Charity Regulators in Scotland (OSCR) may audit charitable work.
  • Other ways we may use information could be in education awareness raising or research, but we would always seek your permission before doing this.
  • Having up to date contact information helps us keep in touch with you and we will check this with you regularly.

How we keep your data safe and how we share that information

  • We take the responsibility of looking after this information safely very seriously and here are a few of the ways we do this:
    The Scottish Cot Death Trust is committed to complying with the Data Protection Act and the new General Data Protection Regulation law.
  • Every member of staff has a duty to maintain your confidentiality and we talk about this with every new members of staff who starts work with the Scottish Cot Death Trust.

How long we keep information about you

The Scottish Cot Death Trust complies with retention schedules set out in the Data Protection Act and the new General Data Protection Regulation law Supporters

Types of information we hold about you

If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event or buy something from our shop, we will usually collect:

  • Your name
  • Your contact details
  • Your date of birth
  • Your bank or credit card details

Where it is appropriate we may ask for:

  • Information relating to your health (for example your weight if there is a restriction as part of a fundraising event)
  • Your motivation for giving, including whether this relates to any personal experience of cot death. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.

We will mainly use your data to:

  • Provide you with the services, products or information you asked for
  • Administer your donation or support your fundraising, including processing gift aid
  • Keep a record of your relationship with us
  • Manage your contact method preferences
  • Understand how we can improve our services, products or information

Whatever it is about the Scottish Cot Death Trust you are interested in, we really want to be as tailored as we can in our communications to you. We also want to speak to you in the way you’d prefer – be it by email, on the phone or in writing.

Direct Marketing

If you have subscribed to our newsletters, we will contact you to let you know about the work we are doing and to thank those who have rasied funds. We may let you know about upcoming fundraising and education events and ask for financial and non-financial support. We make it easy for you to tell us how you want us to communicate, in a way that suits you. If you don’t want to hear from us, that’s absolutely fine, please just get in touch to let us know and we will make sure your wishes are followed.

We do not sell or share personal details to third parties for the purposes of marketing. But, if you attend an event run in partnership with another named organisation your details may need to be shared, for example, Virgin London Marathon. We will be very clear what will happen to your data when you register.

Where we collect information about you from

We collect information in the following ways:

When you give it to us directly

You may give us your information in order to sign up for one of our events, tell us your story, make a donation, purchase our product or communicate with us. Sometimes when you support us, your information is collected by an organisation working for us (e.g. other fundraising compnaied which we buy spaces from such as Chest Heart Stroke Scotland abseils), but we are responsible for your data at all times.

When you give it to us indirectly

Your information may be shared with us by independent event organisers; for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated that you wish to support the Scottish Cot Death Trust and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to other organisations to share it

Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter, you might give us permission to access information from those accounts or services.

You may also provide permission for 3rd party organisations to share your data with other third parties, including charities. You may do this when you buy a product or service, register with a website that runs competitions or register with a comparison site.

The information we get from those services depends on your settings or the responses you give, so you should regularly check them.
When we collect it as you use our websites or apps

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The website uses a cookie for Google Analytics. It does not capture or store personal information, but merely logs the user’s IP address which is automatically recognised by the web server. This is used to record the number of visitors to our site and volumes of usage.

For more information about Google Analytics visit the Google Analytics website.

If you do not wish to accept cookies on to your machine you can disable them by adjusting the settings on your browser. However this will affect the functionality of the Scottish Cot Death Trust website.

Contacting us about your information

Where possible we use publicly available sources to keep your records up to date. We really appreciate it if you let us know if your contact details change.

Your right to know what we know about you, make changes or ask us to stop using your data.

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.

Contact us on 0141 357 3946 or [email protected] if you have any concerns.

You have a right to ask for a copy of the information we hold about you. If you spot any mistakes, please let us know and we will correct them.

If you have any questions, comments or suggestions, please let us know

If you want to access your information, send a description of the information you want to see and proof of your identity by post to:


Scottish Cot Death Trust
5th Floor (5B)
West Glasgow Ambulatory Care Hospital
Glasgow
G3 8SJ

We do not accept these requests by email.

If you have any questions please send these to [email protected].

Volunteers

If you volunteer with us, we will hold the information you submit on your application form on our secure database. This information is treated confidentially and kept securely, with access limited to authorised personnel only.

We will only use your data for the purposes of volunteer management in the Scottish Cot Death Trust and you will only be contacted about your volunteering activity. You will not be contacted about fundraising unless you are also registered with us as a supporter.

When you leave your volunteering, or if you apply and do not go on to become a volunteer, we will delete your record on our database in line with our record retention guidelines.

If you have any questions please send these to: [email protected]

Staff Recruitment

From the moment you register your interest to work with us, the Scottish Cot Death Trust will ensure that we gather and secure only relevant information from you as part of our recruitment process. Please visit our recruitment section on the website for further information.

Staff

The Scottish Cot Death Trust ensures all personal information of our Employees and those working under contract with us is kept securely and is up to date, Please refer to our HR Policies for further information on the data we hold for our employees.

Updated May 2018.