Privacy policy

INTRODUCTION

Welcome to Apex Scotland’s website privacy policy.

Apex Scotland respects your privacy and is committed to protecting your personal data.

This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

IMPORTANT INFORMATION AND WHO WE ARE

Purpose

This privacy policy aims to give you information on how Apex Scotland collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter or purchase a product or service or take part in a competition.

This website is not intended or directed at or for children (except as it applies to our work in communities) and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy policy supplements other notices and privacy policies and is not intended to override them.

Controller

Apex Scotland is a controller of your personal data. We respect your data and your privacy is important to us. This policy explains what personal data we collect and how it is used. This policy also explains what rights you have over your personal data and how you can use those rights.

Apex Scotland, a company limited by guarantee registered in Scotland (Company number SC126427) and a registered Scottish Charity (Charity number SC023879) having its registered office at The Melting Pot, 15 Calton Road, Edinburgh, Scotland, EH8 8DL (“Apex”, “we”, “our”, “us”).

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact Kerry Lindsay in the following ways:

Email address: Kerry.lindsay@apexscotland.org.uk

Postal address: The Melting Pot, 15 Calton Road, Edinburgh, Scotland, EH8 8DL

Telephone number: 0131 220 0130

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 28th November 2024.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

INFORMATION WE COLLECT FROM YOU AND THIS IS COLLECTED

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Information you provide by completing the contact form (a direct interaction with our website) on the Website which includes your name, your email address, contact details if given (Identity and Contact Data) and the nature of your enquiry (Transaction Data);
  • You may be contacted to supply further information regarding your specific enquiry to help us more fully understand your enquiry and deal with it most effectively
  • Details of your visits to the Website using automated techniques or interactions including, but not limited to, traffic data (which may be provided by an analytics provider), location data, weblogs and other communication data (Usage and Technical Data).

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data. Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

HOW WE USE YOUR DATA & THE LEGAL BASIS

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  1. Where we need to perform the contract we are about to enter into or have entered into with you;
  2. Where we use your data to respond to your query, to help improve our services, including for the purposes of our marketing of our research, feedback and enquiries;
  3. 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;
  4. Where we need to comply with a legal or safety obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

To view the table please Click Here.

DATA RETENTION

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other requirements.

How long we keep your data for:

  • Voluntary data you submit through our enquiries process for all other enquiries will be deleted after 12 months unless stipulated by specific contracts.

DATA SHARING

We do need to share your personal data with some third parties in some circumstances, for example:

  1. In the event we need guidance or third party advice to respond to your specific enquiry
  2. If we are under a duty to comply with any legal or regulatory obligation
  3. In order to enforce or apply our terms of use or other agreements; or to protect the rights, property, or safety of Apex Scotland, our service users or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We do not transfer your personal data outside the United Kingdom

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

  1. Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  2. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  4. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing/communications purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  5. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
    1. If you want us to establish the data’s accuracy.
    2. Where our use of the data is unlawful but you do not want us to erase it.
    3. Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
    4. You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  6. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  7. Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain charitable services. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at Kerry Lindsay, Director of Fundraising, Marketing and Communications, Kerry.lindsay@apexscotland.org.uk specifying which of the above you are requesting. We will normally need to ask you for proof of identity, before we can respond to your request relating to this section. We will respond as soon as reasonably practicable and in any event within 1 month of such a request.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

POLICY CHANGES UPDATES

We may make changes to this privacy policy from time to time. Any changes will be posted on this page.

Policy updated on 28 November 2024