General Privacy Notice
1. Who are we?
Rape Crisis Scotland is a registered charity in Scotland (Scottish Charity No. SCO25642) and a company limited by guarantee registered in Scotland (Company No. 258568) with its registered office at 2nd Floor, 134-138 West Regent Street, Glasgow, G2 2RQ.
Rape Crisis Scotland is a “data controller” of the personal data that you provide to us. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
2. Data protection principles
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We will comply with data protection law. This says that the personal information we hold about you must be: 1. Used lawfully, fairly and in a transparent way. 2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. 3. Relevant to the purposes we have told you about and limited only to those purposes. 4. Accurate and kept up to date. 5. Kept only as long as necessary for the purposes we have told you about. 6. Kept securely. |
3. What information do we collect?
Information that we may collect from you includes your name, address, email address, phone numbers, date of birth, and financial and credit card information.You may give us such information by making a one-off donation or regular donation, or by corresponding or speaking with us by phone, email, letter or otherwise. This includes information you provide when you access or otherwise use our website, email us, submit a query, make a donation, provide us with feedback or when you report a problem with the website.
We also work with third parties including Just Giving, , Survey Monkey and EmailOctopus and may receive information about you from them if you have provided permission to them to share it with us. Before providing permission to such third-party organisations to share your personal data, you should check their privacy notices carefully.
To provide effective Helpline support over phone, text, email and webchat, we may collect and retain your name, phone number and location when you have requested and consented to an onward referral to another Rape Crisis service. RCS Helpline will share this information with the service you have requested to be referred to. RCS Helpline retain this information for 7 days.
To provide Helpline support we also work with third parties to run our database and our virtual call centre in accordance with strict confidentiality agreements. As a data processor working on behalf of RCS, our virtual call centre service store encrypted records of contacts including transcripts for a 3-month period. Access to these records are restricted and can only be accessed by Rape Crisis Scotland upon written request and only in the circumstances outlined below.
4. How we might use your information
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
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1. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 2. Where we need to perform a service we have entered into with you. 3. Where we need to comply with a legal obligation. 4. Where you have given us your consent to do so. |
We may use information held about you in the following ways:
- To manage and administer our relationship and communications with you
- To process any donations that you have made to us.
- To claim Gift Aid on donations.
- To provide you with the information that you request from us including support resources
- To provide you with information about our activities and fundraising appeals where you are fundraising in aid of us and need this information.
- To inform you about changes to our service.
- To send our supporters marketing information about our projects, fundraising activities and appeals where we have your consent to do so.
- To ensure we do not send unwanted information to supporters or members of the public who have informed us they do not wish to be contacted.
- For the purposes of the establishment, exercise or defence of legal claims.
- For the purposes of exercising our legal duty of care
5. Our Marketing
We may, with your consent, e-mail you to provide you with information about our activities, events and campaigns, and appeals. You can unsubscribe at any time through an automated system. This process is detailed at the footer of each email.
Where you have signed up to more than one RCS Newsletter, you will require to unsubscribe from each type separately. Unsubscribing from one newsletter will NOT automatically unsubscribe from all.
We will not send you marketing material if you tell us that you do not wish to receive it. You can withdraw your consent at any time by unsubscribing, using the link in the email sent to you.
6. Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose or if we have a legal obligation or public interest requirement to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above provisions, where this is required or permitted by law.
7. Who we might share your information with
We may share your personal information with third parties where it is necessary to administer the relationship with you, including onward referral to Local Rape Crisis services as requested by you, where it is required by law, or where we have another legitimate interest in doing so.
We may share your information with selected third parties including:
· When we use other companies to provide services on our behalf, for example, processing donations, such as Just Giving and , sending emails, such as EmailOctopus, when using auditors or other professional advisors, or processing credit/debit card payments and cheques.
· Analytics and search engine providers that assist us in the improvement and optimisation of our site.
· IT service providers.
We may disclose your personal information to third parties to:
· Comply with any court order or other legal obligation or when data is requested by our regulators or by government agencies or law enforcement agencies;
· Enforce or apply our terms of use and any other agreements;
· Protect the rights, property, or safety of us, our service users, employees, donors, or others. This may include exchanging information with other companies and organisations for the purposes of fraud protection.
8. How secure is my information with third-party service providers?
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
9. International transfers of personal data
The data that we collect from you may, from time to time, be transferred to, and stored at, a destination outside the European Economic Area (EEA).
If we do this, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
10. Data Security
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. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Office Manager.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
11. How long will we hold your information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements
We review our retention periods for personal data on a regular basis. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
To comply with relevant legislation, we will keep a record of donations subject to gift aid, and a record of all donations made directly to us for 7 years. We will dispose of this information after 7 years.
If you have consented to receive marketing communications from us, we will retain your name and contact details on our distribution list until you unsubscribe. When you have unsubscribed, we will retain basic information on a suppression list to record your request and to avoid sending you unwanted materials in the future.
If you have accessed support through our Helpline, our virtual call centre service retain contact records to our Helpline, including transcripts, for 3 months. RCS Helpline retains text and email records for a period of 7 days.
