Achievement Bute Privacy Notice

This notice is to let you know exactly how we use and protect your personal information. If you have any questions about it please just send us an email to info@achievementbute.org.uk and we’d be delighted to help. Our postal address can be found in the “contact us” section of this website.

Who we are

Achievement Bute is a families-led voluntary organisation, which provides a wide range of inclusive events and activities for all children and young people on Bute and individualised support for children with disabilities.

Achievement Bute is registered as a Scottish Charity and our registration number is: SC027607.

We are registered as a Data Controller under the Data Protection Act 1998, and our Data Protection Register number is: Z174004X

What information do we collect?

We collect personal information that you provide for a variety of reasons including: when you make a booking for a club or event; arrange to receive a support service; become a volunteer or supporter; apply to join our staff team, make a donation; sign up for a newsletter or complete a questionnaire.

The type of personal information we collect will vary depending on the reason for having it and may include:
• name, title, and date of birth;
• postal address, email address and phone number(s);
• characteristics (such as gender, ethnicity and disability)
• family and spouse/partner details,
• details of medical, health and educational support needs of children;
• event or club registration / attendance;
• contact preferences;
• gift information, including Direct Debit bank details where applicable;
• Gift Aid status;
• details of correspondence sent to you, or received from you;

When we ask you to provide any personal information, we will let you know why we are asking, and how we will use it, by directing you towards this notice.

How will the information be used?

We use personal information to understand your needs and provide you with an effective service. We may also use information to:
• send promotional email about Achievement Bute events, clubs and activities which we think you may find interesting using the email address which you have provided in the areas you have signed up for.
• conduct evaluations to improve our services. We may contact you by email, phone or post – but only through the method you have agreed for us to contact you and if you have agreed we can.
• support children and monitor their progress.

What is the lawful basis on which we process your information?

We process most of the personal information we collect on the basis it is in Achievement Bute’s legitimate interest to do so in order to provide you with a good service.

However, we will only send marketing information to you if you have provided your express consent to allow us to do so and in the way that you have agreed that we can.

We process what is known as “special category data” i.e., that which is more sensitive than other data, only when it is in our legitimate interest to do so and when your explicit consent has been given or when we are required to do so by law.

Who has access to your information?

Achievement Bute will not sell or share your personal information to any third party except with your express consent or unless there is an overriding legal obligation on us to disclose such information.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal information to our employees who are bound by our confidentiality agreement.

How long will your personal information be stored?

We will not hold personal information for any longer than is necessary in relation to the purposes for which it was originally collected, and/or to meet our legal obligations.
•Registration Forms will be stored for 2 years.
•Staff Recruitment Forms will be stored for 1 year.
•Staff Files will be stored for 6 years after leaving employment.
•Support Files for Children and Young People will be stored for 6 years after the young person has ceased to receive a service from Achievement Bute.
•Information about donors and supporters will be held for 6 years.

How can you access and update your information?

You have the right to access any personal information we hold about you. If you would like to do so please contact us on info@achievementbute.org.uk or telephone 01700 505558

If you believe any of the information we hold is inaccurate or out-of-date please email us at info@achievementbute.org.uk or call us on 01700 505558

How can you request the erasure of your information?

If you would like your personal data removed from our systems, please email us at email us at info@achievementbute.org.uk or telephone 01700 505558

If you no longer wish to receive emails or newsletters from us, simply reply to our email with ‘unsubscribe’ at any time.

Young People under 16 years of age.

If you are under 16 years of age we need your parent or guardian’s permission for you to provide us with personal information.

Review of this Policy

This Policy was last updated on 24th May 2018