Privacy Statement

Inspiring Scotland supports and works with hundreds of organisations across Scotland to help achieve social benefit. We need to process data from a wide range of stakeholders including charities, funders, individuals, suppliers and other partners to carry out our work and achieve our goals. 

Like most organisations that handle personal information, there are various ways in which Inspiring Scotland collects information from the people we have relationships with. 

• Email and written correspondence. 
• Telephone conversations. 
• Visitors to our website. 
• Applications for funding. 
• Conferences and events. 
• Referrals from colleagues and/or mutual contacts. 

In nearly all instances, it should be obvious to you that Inspiring Scotland is collecting your personal data. 

We collect data from many different groups of people to help us do our job. Below are the types of data we commonly collect from you and why. 

I work with an organisation Inspiring Scotland fund, or applied for funding from Inspiring Scotland. 

• We will collect details such as your name, work address, phone number and email address. 
• We will possibly collect information about your work experiences and qualifications. 
• We will only collect data which is necessary for us to do our job and where we have a legitimate interest in doing this. This might be for activities like sending you updates and reports on our work together, or to arrange training or learning events. 
• We might use your details as part of case studies to highlight the work you do. This could also include photos or videos. We will always ask for consent to do this. 

I use the services of a charity you fund 

• We may seek to use case studies/photos/videos which the charity you are associated with provides us for reports and publications, but we will always ask for your permission (consent) to use them, from you, or the charity (if they have your consent). 
• In this case we may need to retain some identification information about you (name and contact details) so that we can remove your data if contacted by you to do so. 
• If you use the services of a charity who works as part of our intandem programme, Inspiring Scotland will have access to data you provide the charity, which will include your name, age and which Local Authority you live in. Inspiring Scotland will manage this data securely and will not share it with anyone else. 

I am an individual/organisation who funds Inspiring Scotland 

• We will collect details such as your name, address, phone number and  email address. 
• We will keep records of your donations to Inspiring Scotland but we will never disclose this information without your consent. 
• Your details will be stored on paper files and using our third-party CRM database, Salesforce. 
• We will never ask you for your bank or credit card details. 
• We will use your details to send you updates and reports on our work together. This may be by post or by email (but only if, where appropriate, we have your consent to email you). 
• We will keep information about your donations to satisfy Gift Aid and HMRC requirements. 

I have donated to Inspiring Scotland using your website donate function 

• We will collect details such as your name, address, phone number, email address and credit or debit card details. 
• Your details, including payment information, will be stored securely on our website host servers and the server of our payment processing partner Stripe. Your name, address, phone number and email address will also be stored on our third-party CRM database, Salesforce. 
• We will use your details to send you updates and reports on our work together. This may be by post or by email (but only if, where appropriate, we have your consent to email you). 
• We will keep records of your donations to Inspiring Scotland, but we will never disclose this information without your consent. 
• We will keep information about your donations to satisfy Gift Aid and HMRC requirements. 

I am a potential investor in Inspiring Scotland 

• We will collect details such as your name, address, phone number, email address and your interests. 
• We will use these details for administrative purposes only and will not share them with third parties. 
• Your details will be stored using our third-party CRM database, Salesforce. 
• We may send you updates and news about Inspiring Scotland by email, (but only if, where appropriate, we have your consent to email you). 

I am working with you as a Specialist Volunteer 

• We will collect details such as your name, address, phone number, email address, your work skills and attributes, CVs, biogs etc. 
• We might collect your details through events you attend or contacts you make with our staff and where we feel we have a legitimate interest in doing so. This might include instances where you have shared your business card or details with one of our staff. 
• If you join our Specialist Volunteer Network, we will use this information to help find a match with a charity we work with which needs someone with your skills to help them. 
• We will never share your CV/biog without your consent. 
• Your details will be stored using our third-party CRM database, Salesforce. 
• We will use your details to send you updates and reports on our work together. This may be by post or by email (but only if, where appropriate, we have your consent to email you). 

I am another interested party or stakeholder (for example from other funders or public authorities) 

• We may collect details such as your name, address, phone number and email address. 
• We might collect your details through events you attend or contacts you make with our staff and where we feel we have a legitimate interest in doing so. This might include instances where you have shared your business card or details with one of our staff. 
• Your details will be stored using our own servers and third-party CRM database, Salesforce. 
• We will use your details to send you updates and news about Inspiring Scotland, (but only if, where appropriate, we have your consent to email you). 

I have registered to receive your newsletter via the Inspiring Scotland website 

• We will collect your name and email address, which will be stored on the servers of our third-party supplier MailChimp. 
• We will use your details to send you updates and news about Inspiring Scotland. 
• We will not use your details for any other purpose. 
• Your details will be held for as long as you stay subscribed. 
• You can unsubscribe at any point using the unsubscribe button on our newsletters. 

I have completed an enquiry form on the Inspiring Scotland website 

• We will collect your name, email address and phone number. 
• We will use this information to contact you about your enquiry. 
• Your details will be stored on our website host servers, where they will be stored for three months. They may also be stored on our internal systems if necessary as part of your enquiry. 
• We will not use your details for any other purpose unless agreed with you during any follow-up discussions. 
• We will not share your details with anyone unless agreed with you during any follow-up discussions. 
• We will not enter your details on any marketing databases. 

I have completed an enquiry form on the intandem website 

• intandem is a programme developed and managed by Inspiring Scotland in conjunction with Scottish Government. 
• We will collect your email address, name (optional) and postal address (optional), and ask you to identify whether you are submitting a general enquiry, or if you are enquiring on behalf of a charity or mentor. 
• Depending on the nature of your enquiry, your information will be processed by Inspiring Scotland, and shared if relevant with a mentoring charity we work with. 
• We will use this information to contact you about your enquiry. 
• We will not use your details for any other purpose unless agreed with you during any follow-up discussions. 
• Your details will be stored using our website hosts servers, where they will be stored for 3 months. They will also be stored on our internal systems as part of your enquiry. 
• We will not share your details with anyone unless agreed with you during any follow-up discussions. 
• We will not enter your details onto any marketing databases. 

I have completed an enquiry form on the CashBack for Communities website 

• CashBack for Communities is a programme managed by Inspiring Scotland on behalf of Scottish Government. 
• We will collect your name, email address & phone number. 
• We will use this information to contact you about your enquiry. 
• Your details will be stored on our website host servers, where they will be stored for 3 months. They may also be stored on our internal systems if necessary as part of your enquiry. 
• We will not use your details for any other purpose unless agreed with you during any follow-up discussions. 
• We will not share your details with anyone unless agreed with you during any follow-up discussions. 
• We will not enter your details on any marketing databases 

Many of the meetings held between Inspiring Scotland, funded charities, other charities and relevant stakeholders are held via online platforms such as Microsoft Teams and Zoom. This is now a common way of working. 

In?some instances, it might be useful to have a recording of these meetings, for example for the benefit of people who could not attend. 

Recordings may be used by Inspiring Scotland to help inform minutes of the meeting where relevant.? Recordings will be shared with invitees only and will be deleted after 120 days unless otherwise stated. 

Inspiring Scotland recognises its responsibility in terms of data privacy and GDPR and that some participants may not wish to be seen/heard on a meeting recording. In that respect, all participants will be advised at the start if it will be recorded.? If any individual objects, they will be offered the option to turn off their camera and/or microphone. 

The chat function will in all cases be regarded as a part of the meeting, and notes from this may be used to further our project development or as a part of the meeting minute. 

The meeting host will remind participants of the above at the outset of the meeting. 

As? mentioned previously, Inspiring Scotland supports and works with hundreds of charities across Scotland to help achieve social benefit. In the majority of cases, processing of data is therefore necessary for Inspiring Scotland to meet its?legitimate interests?as a voluntary sector partner helping make positive changes to people’s lives. 

Legitimate interest 

Where using legitimate interest as a lawful reason for processing data, Inspiring Scotland will ensure that: 

• The legitimate interests are those of Inspiring Scotland, or the interests of third parties. Legitimate interests might include commercial interests, individual interests or broader societal benefits. 
• The processing is necessary and can not be achieved in another less intrusive way. 
• The interests of Inspiring Scotland are fairly balanced against of those of individuals concerned, the individual would reasonably expect the processing, and processing would not cause unjustified harm to the individual. 

Examples of when we might use legitimate interest as a lawful reason for processing can include, but are not limited to: 

• Processing applications for funding. 
• Processing details of investors to Inspiring Scotland. 
• Contacting charities we work with for any information related to the funding relationship. 
• Working with Specialist Volunteers to find a match with charities seeking to use their skills. 
• Arranging conferences/events/training. 
• Follow up to meetings you may have had with our colleague. 

Consent 

In some cases, we will require consent to use your data. Common scenarios where we would seek this include: 

• To send you updates/reports/newsletters by email. 
• If you are a staff member or service user of a charity we work with and we are publishing a case study about you. 
• If you are a staff member or service user of a charity we work with and we would like to use a photo or video of you in a publication or website. 

There may be other instances where consent is needed, but we will always contact you to do this. 

You have a choice about whether or not you wish to receive information from us. In many cases, but not all, we can not send you news and updates without your consent. If you would like to hear from us about the vital work we do, you can opt-in using our web form here. 

If you change your mind and do no longer want to receive marketing communications from us, you can unsubscribe using the link in any of the material we send you. 

You can also change your marketing preferences at any time by contacting us by email at enquiries@inspiringscotland.org.uk 

The periods for which Inspiring Scotland retains personal information depend on the purpose for which the information was obtained but, in general terms, we will retain personal data for so long as required by law, or as may be required for record keeping or contractual obligations. 

Personal information is processed by staff at our office in the UK. 

We sometimes need to store information in servers located outside the UK, but within the European Economic Area (EEA). 

There may also be occasions when data we process is stored on servers outside the EEA. Where this happens, we will take all reasonable steps to ensure that your personal information is properly protected. 

Your information is suitably and securely stored and only accessible by staff members as deemed appropriate to your relationship with us. 

In some circumstances outlined in Section 3 of this document, your details may be stored on third-party software platforms where Inspiring Scotland trusts that suitable data security is in place. 

Inspiring Scotland will never sell or rent your information to third parties. 

You have several rights regarding your data and how it is processed. A summary of these is shown below: 

Right to be informed 

Inspiring Scotland has a duty to inform you if we are processing your personal data and why. This information is available in section 3 of our Privacy Statement. If you have any concerns about this you can contact us at?enquiries@inspiringscotland.org.uk. 

Right of access 

You have the right to obtain confirmation of any personal data we are processing and to access it. We will provide you with a copy of any data we hold in an electronic and/or paper format and let you know why we have it, who (if anyone) it has been shared with, and how long we will store it. We will provide this information free of charge, within one month of receiving your request. 

You can make a request by writing to the Data Protection Officer, Inspiring Scotland, Suite 2, 14 New Mart Road, Edinburgh, EH14 1RL, or by emailing enquiries@inspiringscotland.org.uk 

If we feel that requests are manifestly unfounded or excessive, Inspiring Scotland may choose to charge a reasonable fee or refuse to respond. 

If we choose to refuse to respond to a request, Inspiring Scotland will explain why and make sure you know about your right to complain to the supervisory authority. Inspiring Scotland will do this within one month  of your original request. 

Right to rectification 

You have the right to have your data rectified if it is inaccurate or incomplete. Inspiring Scotland will do this within one month of you telling us about any rectifications or inaccuracies, although this can be extended by two months if the request is complex. 

If your data has been disclosed to third parties, Inspiring Scotland will inform them of the rectification where possible. 

Right to erasure 

Also known as the right ‘to be forgotten’. You can request deletion or removal of your data if there is no compelling reason for us to continue using it. 

The right to erasure does not provide an absolute ‘right to be forgotten’. You have a right to have personal data erased and to prevent processing in specific circumstances: 

• Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed. 
• When you withdraw consent. 
• When you object to the processing and there is no overriding legitimate interest for continuing the processing. 
• The personal data was unlawfully processed 
• The personal data must be erased to comply with a legal obligation. 

Right to restrict processing 

You can request processing of your data be restricted. This means your data may still be held by Inspiring Scotland, but no further processing is permitted 

Inspiring Scotland will be required to restrict the processing of personal data in the following circumstances: 

• Where someone contests the accuracy of the personal data 
• Where someone has objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether your organisation’s legitimate grounds override those of the individual. 
• When processing is unlawful and the individual opposes erasure and requests restriction instead. 
• If we no longer need the personal data but the individual requires the data to establish, exercise or defend a legal claim. 

If Inspiring Scotland has disclosed your personal data in question to third parties, it must inform them about the restriction on the processing of the personal data, unless it is impossible or involves disproportionate effort to do so. 

Inspiring Scotland must inform individuals when we decide to lift a restriction on processing. 

Right to portability 

You can obtain and reuse the personal data we hold on you for own purposes or for different providers.  Inspiring Scotland must provide this in a structured, commonly used and machine-readable form. This includes CSV files. 

If requested, Inspiring Scotland may have to transfer personal data to another organisation, if technically feasible. 

The right to data portability only applies: 

• to personal data you have provided to us; 
• where the processing is based on your consent or for the performance of a contract; and 
• when processing is carried out by automated means. 

Inspiring Scotland will aim to provide any data within one month, however, this may be extended by two months where the request is complex. Inspiring Scotland will inform you within one month of the receipt of the request and explain why the extension is necessary. 

Where not taking action in response to a request, Inspiring Scotland will explain why to you, and make you aware of your right to complain to the supervisory authority without undue delay and at the latest within one month. 

Right to object 

You have the right to object to 

• Processing based on legitimate interests or the performance of a task in the public interest 
• Direct marketing 
• Processing for purposes of scientific/historical research and stats 

Inspiring Scotland must stop processing your personal data unless: 

It can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms; or, the processing is for the establishment, exercise or defence of legal claims. 

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. 

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to user needs. We only use this information for statistical analysis purposes. Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. 

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website. 

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site. 

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information. 

We keep this Policy under regular review and will post and updated versions on our website. This Policy was last updated in August 2024. 

If you have any questions which are not covered in this notice, you can send them to enquiries@inspiringscotland.org.uk or by writing to the Data Protection Officer, Inspiring Scotland, Suite 2, 14 New Mart Road, Edinburgh, EH14 1RL. 

If you have raised an issue regarding the handling of your data which you feel has not been suitably addresses by Inspiring Scotland, you can contact the Information Commissioner’s Office on 0303 123 1113 to raise a complaint. You can also find useful information on the ICO website at https://ico.org.uk/concerns/