Privacy Notice
The Coalition of Care and Support Providers in Scotland (“CCPS”) identifies, represents, promotes and safeguards the interests of third sector and not-for-profit social care and support providers in Scotland, so that they can maximise the impact they have on meeting social need. CCPS hosts the Housing Support Enabling Unit (HSEU) and the Criminal Justice Voluntary Sector Forum (CJVSF). All references to CCPS in this privacy notice should be assumed to include these hosted units and Better Futures, the online monitoring tool used by HSEU.
This privacy notice tells you what to expect when CCPS collects your personal data. CCPS is committed to ensuring that all personal data we hold is processed in accordance with data protection law and that good data protection practice is embedded in the culture of our staff and organisation. This policy will be reviewed regularly by CCPS to ensure continued compliance.
How do we collect personal data?
We may collect personal data which has been provided to us directly by you or by a third party such as your member organisation in the circumstances outlined in this notice.
What data do we collect?
1. Visitors to our websites
When users enter the CCPS website their computers will automatically be issued with ‘cookies’. Cookies are text files which identify users’ computers to the CCPS server. The website then creates “session” cookies to store some of the preferences of users moving around the website, e.g., retaining a text-only preference.
The CCPS website uses third-party cookies to measure use of the website including number of visitors, how frequently pages are viewed, and the city and country of origin of users. This helps to determine what is popular and can influence future content and development. For this purpose, the CCPS uses Google Analytics to measure and analyse usage of the website. The information collected by the CCPS will include IP address, pages visited, browser type and operating system.
Users can set their web browsers to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these means that certain personalised services cannot then be provided to that user.
CCPS also uses cookies within its WordPress Content Management System, but this is purely to allow logins to our CCPS members’ section of the website, where members’ only data is securely stored.
To find out more about cookies visit www.aboutcookies.org or www.allaboutcookies.org.
2. Email bulletins and alerts
We collect your email address, name and subscription preferences when you sign up to receive email bulletins, alerts and news. We also track how our emails are used for instance the interaction that users have with them.
If you have signed up for email alerts, you can unsubscribe or change your settings at any time by selecting the ‘unsubscribe’ link that appears in every email. Alternatively, you can email CCPS at info@ccpscotland.org to withdraw your consent.
Once you have unsubscribed, your details will be deleted immediately from the system.
3. Customers and suppliers
We collect or use the following information for the operation of supplier and customer accounts:
- Names and contact details
- Addresses
- Purchase, sales or account history
- Payment details (including card or bank information for transfers and direct debits)
- Account history.
We collect this information via contract, purchase invoice, purchase order, or requests to provide services.
4. Personal stories, opinion, interviews etc
We regularly collect and publish stories, videos, photographs, blogs, opinion pieces, interviews and case studies.
We may also collect and publish research which may include personal interviews and quotes.
5. Enquiries and Feedback
If you contact us asking a question or giving feedback, we collect your email address and any other personal data contained in your message. The details of your enquiry may be shared with third party bodies in order to ascertain the information you are looking for. Your personal details will, however, not be shared.
If you contact us asking for information, we may need to contact other bodies to find that information but, in these circumstances, we will not identify you unless you have given us express permission to do so.
6. Surveys and Consultations
We collect names and email addresses from responses we receive through survey and data collecting platforms that we may circulate from time to time.
Email addresses may be used to send acknowledgements of receipt of response. They may also be used to contact you in the future in relation to the survey or consultation only if you give consent to be contacted.
7. Events
When you sign up for an event by means of any of our event management platforms we will use your details for the following purposes.
- Processing your registration and preparing for your arrival.
- In some cases, we may also make your name and organisation available on delegate lists circulated to attendees on the day. This would allow for further networking to take place post event. This will not include any contact details unless we have sought your express permission in advance.
- We may also collect a limited amount of health data related to allergies for catering or adjustments required for accessibility.
- In some cases, we may use your contact information to inform you of future relevant events that you may wish to attend. We would only do this if you had indicated your acceptance of this when signing up to the event.
Photographs and videos may be taken at the event and used for publicising the event and the wider CCPS portfolio. People attending the event are notified that photographs will be taken and can choose not to participate. If you do not wish to have your image used in this way, please contact the Head of Communication and Engagement as detailed below.
8. Membership
We will also use personal data to engage with individuals at our member organisations and to process and administer memberships.
Specifically, we collect the following data:
- Name
- Contact details including email, telephone number and postal address
- Details of your employment or affiliation with member or relevant third sector organisations
- IP address and browsing history
- Accessibility and dietary information (where you attend one of our events)
- Photographic images of you (where you attend one of our events)
- Details of any enquiry or feedback provided by you
- Details of any survey responses provided by you
- Details of emails opened and links clicked.
Legal Basis for Processing Your Data
We will process your personal data for the purposes of performing any contract that we have entered into with you personally and in order to take any steps requested by you prior to entering into that contract.
We will process data as required in order to comply with any legal obligation which we are required to comply with and for the performance of tasks carried out in the public interest.
We will also process personal data where we have a legitimate interest to do so, such as:
- to improve our website by monitoring how you use it;
- to respond to any enquiries or feedback you have submitted;
- to send out email alerts and bulletins to those who have subscribed to them;
- to record and/or publish your response to a survey, consultation or interview (written and / or recorded);
- where you wish to attend, or have attended, an event; and
- an employee of ours gives your contact details as an emergency contact or a referee.
There may be some occasions where we seek your consent to process personal data (but in this case we will provide full details of what we are seeking consent for, so that you will be able to carefully consider whether to provide that consent). Where you have provided consent to us for processing, you have the right to withdraw that consent by contacting our Resources Manager at info@ccpscotland.org.
Please note that where you provide data to us on the basis of a contractual requirement, failure to provide us with the necessary data required may impact our ability to efficiently administer the rights and obligations arising under that contract.
Sharing your data
Your information may be shared internally within CCPS as appropriate, to allow CCPS to process data for the purposes set out in this notice.
We will share names and details of the organisation with which you are affiliated or employed by with others who attend events you have also attended or registered to attend. We may also share your data with any event organisers or hosts where you may require special arrangements for your attendance.
We will also share data with contractors undertaking services on our behalf (such as commissioned researchers), media contacts and other key stakeholders, where permission is given.
We also share your data with third parties, including third party service providers that process data on our behalf, in connection with data management and analytics and IT services.
In relation to our third party service providers, we have in place a written contract which only permits them to process your data for specified purposes and in accordance with our instructions. All of their employees must be subject to a duty of confidentiality. The contract also requires third party service providers to take appropriate security measures in relation to your personal data which are in line with our policies.
We may also share your data as required by law and with third parties in the context of a sale or transfer of some or all of our organisation. In those circumstances the personal data shared will be subject to confidentiality arrangements.
Your rights
As a data subject, you have a number of rights. These include:
- Subject access: the right to request information about how your personal data is being processed including whether your personal data is being processed and the right to be allowed access to that data and to be provided with a copy of that data.
- Rectification: the right to have us rectify inaccurate personal data about you without undue delay.
- Erasure: the right to have your data erased in certain circumstances, and to have confirmation of erasure.
- Restriction of processing: the right to ask for certain processing to be restricted in limited circumstances.
- Data portability: the right to receive a copy of the personal data you have provided to us and certain information generated by us, if our processing is carried by automated means.
- Object to processing: the right to object, on grounds relating to your particular situation, to certain types of processing.
- Object to automated decision making: if we are making decisions about you based on automated processing which have a legal or similar effect on them, then in some circumstances you have the right to object to this decision being made solely on the basis of automated processing.
In some circumstances we may not be able to comply with your request. This is because some of these rights are conditional and can only be applied in certain circumstances and/or where there is no compelling reason to continue to process your personal data.
If you would like to exercise any of these rights, if you have any concerns about how your personal data is being processed, or to request a copy of our Data Protection Policy please contact CCPS via one of the following options:
Contact:
Head of Communications and Engagement
CCPS
57 Albion Road
Edinburgh
EH7 5QY
Tel: 0131 475 2676
Email: info@ccpscotland.org
Storage of information
We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not unlawfully accessed.
In addition, we limit the access that individuals at CCPS have to your personal data to those who have a business need to know.
Where we engage third parties to process personal data on our behalf, those third parties do so on the basis of our written instructions to them, they are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. They are also not allowed to use your personal data for their own purposes.
We have in place procedures to deal with any suspected data security breach and will notify you and the Information Commissioner’s Office of a personal data breach when legally required to do so.
Retention of Your Data
We only keep your data for as is required for the purpose for which your data was collected. When your data is no longer required, it is then deleted.
If we decide to change our privacy policy, we will post the updated privacy statement to the website and any other places we deem appropriate, e.g., through general member communications, so our users are always aware of what information we collect, how we use it, and under what circumstances, if any we disclose it.
Complaints
If you are dissatisfied by the way in which we process your data, you are entitled to make a complaint to the Information Commissioner’s Office at any time via:
The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 08456 30 60 60
Website: www.ico.gov.uk