2. Who we are
We are registered in Scotland under charity registration number SC042868.
3. How to contact us
FAO Data Protection Officer
24-26 Main Street, West Calder, West Lothian, EH55 8DR
4. Information we collect and use
- Information about you that we collect and use includes:
- Information about who you are e.g. your name, date of birth and contact details
- Information about your contact with us e.g. meetings, phone calls, emails / letters
- Information that is automatically collected e.g. via cookies when you visit one of our websites
- Information to allow you to access our online services e.g. username and email address
- Information classified as special category data [‘sensitive’ personal information] e.g. relating to your health
- Where we collect and use sensitive personal information, this information will only be collected and used where it’s needed to provide the advice or service you have requested or to comply with our legal obligations, and where we have also obtained your explicit consent to process such information.
5. Where we collect your information
- We may collect your personal information directly from you, from a variety of sources, including:
- An application form for a job or volunteering role
- Phone conversations with us
- Emails or letters you send to us
- Registering for one of our events
- Participating in research surveys to help us understand you better and improve our service
- Our online services such as websites, social media, and mobile device applications (‘Apps’)
6. Where we collect your information
- We take your privacy seriously and we will only ever collect and use information which is personal to you where it is necessary, fair, and lawful to do so.
- We will collect and use your information only if are able to satisfy one of the lawful processing conditions set out in the data protection laws.
6.1 Where we collect your information:
You have given us your permission (consent) to use your information. For example, to send you information about events and services offered by the FJSS Group and / or selected third parties, who we have chosen to work with which we believe may be of interest and benefit to you.
You can withdraw your consent at any time by emailing firstname.lastname@example.org
It is necessary to provide the information or service you have requested e.g. if you wish to know about advice and support available, we will require some personal information including your name, address,
It is necessary for us to meet our legal or regulatory obligations e.g. to send you updates about any changes to the Terms and Conditions or for the detection and prevention of crime
6.2 It is in the legitimate interests of the FJSS Group:
- To deliver appropriate information and guidance so you are aware of the options that will help you get the best outcome from your situation
- Where we need to process your information to better understand you and your needs so we can send you more relevant communications about the services and information you have requested or enquired about
- To develop new services and policies
- To conduct surveys, research and collate information to improve the services we offer
- Where the processing is in our legitimate interests or those of a third party, we will always conduct an assessment to ensure that this use of your personal information is not excessive or unnecessary or otherwise more intrusive than necessary.
- Tailoring services by placing you in groups of people with similar needs to make our decisions meet your needs
- When designing and enhancing our online services and tools for use by our staff and volunteers to provide you with ongoing guidance and advice.
- If you do not wish us to collect and use your personal information in these ways, it may mean that we will be unable to provide you with our advice, support and service.
7. Who we may share your information with?
We may share your information with third parties for the reasons outlined in ‘Why we collect and use your information.
7.1 We may share your information with:
- Organisations and in some cases companies that support our work in the provision of the advice and support that we provide to you through our service to you
- Our staff and volunteers where this is required as part of the advice, support or service that we provide to you have agreed with us
- Companies we have chosen to support us in the delivery of our services through donations and other forms of support, for example, companies who help us with web hosting services validation of mailing addresses.
- Our regulators such as the Office of the Scottish Charity Regulator OSCR
- Law enforcement and other appointed agencies who support us (or where they request the information) in the prevention and detection of crime
- HM Revenue & Customs (HMRC) for the processing of tax relief on donations or the prevention of tax avoidance
- Whenever we share your personal information, we will do so in line with our obligations to keep your information safe and secure.
8. Where your information is processed
- The majority of your information is processed in the UK and European Economic Area (EEA) until Brexit
- However, some of your information may be processed by us or the third parties we work with outside of the EEA, including countries such as the United States.
- Where your information is being processed outside of the EEA, we take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by UK / EEA data privacy laws e.g. we will put in place legal agreements with our third party suppliers and do regular checks to ensure they meet these obligations.
9. How we protect your information
- We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations.
- Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our staff and volunteers also protect sensitive or confidential information when storing or transmitting information electronically and must undertake annual training on this.
- Our security controls are aligned to good practice; providing a controlled environment that effectively manages risks to the confidentiality, integrity and availability of your information.
10. How long we keep your information
- To provide you with a service that meets our legal and regulatory obligations, we keep your personal information and copies of records we create for you while you use our services.
- Even when you no longer have a relationship with us, we are required to keep information for different legal and regulatory reasons. The length of time will vary and we regularly review our retention periods to make sure they comply with all laws and regulations.
11. Your rights
You have rights under Data Protection Laws which may be exercised in certain circumstances such as the following:
- Right to be informed about how and why we are processing your personal information
- Right of access to personal information relating to you
- You have the right to access your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a data subject access request (DSAR).
- Right to request rectification of inaccurate or incomplete personal information
- If your personal information is inaccurate or incomplete, you can request that it is corrected.
- Right to request the erasure of your personal information
- You can ask for your information to be deleted or removed if there is not a compelling reason for the FJSS Group to continue to have it.
- Right to restrict processing of your personal information
- You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we do not use it in the future for those reasons you have restricted.
12. Right to data portability
- You can ask for a copy of your personal information for your own purposes to use across different services.
- Right to object to the processing of your personal information
- You can object to the FJSS Group processing your personal information where it is based on our legitimate interests and if we were using it for anything other than routine historical research and statistics.
- Right to not be subject to automated decision-making including profiling
- You have the right to ask the FJSS Group to:
- give you information about the processing of your personal information
- If you want to talk to us about any of the individual rights, please contact us at our Data Protection Officer’s address.
13. About cookies
Cookies are small text files, which often include a unique identifier that is sent by a web server to your computer, mobile phone, or any other internet enabled device when you visit a website. Cookies are widely used in to make websites work efficiently and help provide us with business and marketing information to enable us to make informed decisions on the development of our websites. We may collect information about your computer, including your IP address, operating system, and browser type, for system administration and to create reports. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
13.1 We use three main types of cookies:
- ‘Performance’ cookies are used to help us see how you use our website e.g. which pages you visit. These cookies do not collect any information that could identify you – all the information collected is anonymous and is only used to help us improve our work through surveys and research based on the interests of our users. We use performance cookies to analyse the performance of our website, to help us improve the website by measuring any errors that occur and to see how effective our information management is but this is not shared with third party organisations. Sometimes cookies are managed for us by third parties, but we do not allow the third party to use the cookies for any purpose other than those listed above. By using our website, you accept the (our) use of ‘Performance’ cookies.
- ‘Identification’ cookies cookies are used to help us customise website content based upon your selections. We use identification cookies to remember choices you have made such as identifying yourself to show you when you are logged in to the website and to target you with adverts on other websites. You can control when these cookies are used but preventing them may mean you are unable to access certain features or services. Preventing these cookies may stop us remembering that you did not want a specific feature or service. By using our website, you accept the use of ‘Identification’ cookies.
13.2 Opting out
At any point, you have the right to request that we do not process your personal information for any marketing purposes.
You can opt-out of the Google Display Advertising Features and customise Google Display Network ads using the Ad Settings. As an added privacy measure, you can also use the Google Analytics opt-out browser add-on. However, please note that if you do this you may not be able to use the full functionality of this Website.
To remove other cookies from your PC, you can use these guides:
- https://support.google.com/chrome/answer/95647 (Chrome)
- https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox)
- https://help.opera.com/en/latest/security-and-privacy/ (Opera)
- https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer)
- https://support.apple.com/en-gb/guide/safari/manage-cookies-and-website-data-sfri11471/mac (Safari) and
- https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
Blocking all cookies will have a negative impact upon the usability of many websites.
If you block cookies, you will not be able to use all the features on our website.
14. Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
15. How to make a complaint
FAO Data Protection Officer
24-26 Main Street, West Calder, West Lothian, EH55 8DR
While we hope that we can resolve any complaints for you, you do have the option to complain to the ICO who can be contacted as follows:
Postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number