This privacy notice tells you about the information we collect from you when you engage with the Saltire Awards. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data. When you register for the Saltire Awards (either via the online My Saltire registration portal OR by completing the registration form) we ask you for your consent to allow us to use your personal data for the reasons stated below.
We are Voluntary Action Scotland; Company Limited by Guarantee in Scotland No. SC361901 and Scottish Charity No. SC042793 You can contact us: firstname.lastname@example.org Robertson House, 152 Bath Street, Glasgow, G2 4TB 0141 353 7318
When you register for Saltire Awards we ask you for your name, date of birth, address, telephone number, mobile phone number, name of the school, college, university or other education body you go to (if applicable) and your email address.
We will use your information to recognise you for the volunteering you do by issuing personalised Saltire Awards certificates to you. To do this we need to know:
The information we collect about you will be shared with your local Third Sector Interface (TSI). This organisation is responsible for Saltire Awards in your local area and will send you certificates.
Your local TSI will do the following things with your information:
The TSI is required to have its own (legally compliant) data protection policies and procedures. The information the TSI holds about you (including any paper records or information in other file types e.g. a spreadsheet) will also be looked after by these.
If you have set up an online MySaltire account your information will also:
The Saltire web-system is password protected and only authorised staff involved with Saltire Awards will have access to it. If you registered for Saltire Awards using a paper or downloaded registration form then your data will not be entered on the Saltire Awards website (unless you choose to do this yourself at a later date).
Your data will not be shared with any other third parties, except where we contract an agency or organisation to support the delivery of Saltire Awards. For all other third parties you must give us, or your local TSI, permission to share your information with them (e.g. if you ask to be put in contact with a volunteering opportunity you saw advertised by your local TSI). Your local TSI has the right to contact you about the Saltire Awards and to also seek your consent to be contacted about other communications and marketing that they think may be of interest to you.
We will keep your information for as long as you are an active Saltire Awards participant. Because Saltire Awards is for young people between the ages of 12 to 25 this might mean we keep your data for up to 16 years – from age 12 until you are 28. We might keep your data up until you are age 28 because:
However if we do not have any contact with you for a period of three years, your information will be deleted from our system. This includes your ‘MySaltire’ Account if you have one. If you have not used it in three years then it will be deleted and you will no longer be able to access it or the information you put into it. A warning will be sent to you before this happens so that you can keep it if you decide you want to.
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. You can also ask us to:
Requests about the information held about you should be submitted to your local TSI (by email, post or telephone). You can find contact details for your local TSI here.
If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns