ERCS Privacy Notice
The Environmental Rights Centre for Scotland (ERCS) is committed to protecting personal information in accordance with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and the General Data Protection Regulation 2018 (GDPR).
This Privacy Notice explains how and why we collect and use personal information about you during and after you contact us or access our services.
ERCS is registered as a data controller with the Information Commissioner’s Officer (www.ico.org.uk). Our reference number on the UK Data Protection Register is ZA776371, Tier 1.
We only ask for the information we need. We will always let you decide what you’re comfortable telling us, explain why we need it, and always treat it as confidential.
When we record and use your personal information we:
- only access it when we have a good reason
- only share what is necessary and relevant
- never release or sell to anyone.
How we collect personal information
Personal data, or personal information, means any information about an individual from which that person can be identified. We may collect and process the following personal information from you:
- personal details (name, address, email address, telephone numbers) that you provide by filling in forms on our website or by telling us directly
- correspondence with you either via email or telephone
- details of your visits to our website including, but not limited to, traffic data, location data, weblogs, and the resources that you access (see the Cookies section below for more information on this)
- any information you choose to send us via email or social networking tools such as Twitter
- membership or supporter details you give us
- Business details such as job title, email address and organization details
- financial details through donations or transactions of goods and services
- visual images when permission is given to take photographs at events.
Our lawful basis for processing your personal information
We will only process your personal information where we have a lawful basis to do so, and this may include the following reasons:
- improve our services and pursue our Charitable Purposes to advance the human right to live in a healthy environment as part of our legitimate interests*
- provide you with advice, assistance and representation as part of our contractual obligation*
- administer membership and supporter details with consent*
- fundraise and promote the interests of the charity, including using anonymized data for research and advocacy as part of our legitimate interests*
- manage our employees and volunteers as part of our contractual obligation*
- maintain our own accounts and records of the transaction of goods and services and other business information as part of our legitimate interests* and any legal obligations*.
*These are the lawful basis on which we are processing your data.
Who the information is about
We process personal information about:
- members and supporters
- staff and volunteers
- representatives of other organisations.
How we store your personal information
Any member of the ERCS staff team may collect your personal data during the course of their work and via interactions with enquirers, members, supporters, complainants and representatives of other organisations.
If we wish to retain your personal data we will ask for your consent* to enter this in our online outlook database which is then accessible to all ERCS staff. Our database is securely stored on the cloud using Office 365 with personalized log-in and password protection for each staff member.
Please be aware that data transmission over the internet is inherently insecure and we cannot guarantee the security of data sent over the internet.
How long we keep your personal data
In line with data protection principles, we will not keep your personal data for any longer than is reasonably necessary. We have a record retention schedule that sets out the periods of retaining and reviewing all information. All data will be securely destroyed or disposed of once it is no longer needed.
ERCS mailing list
If you are a supporter of ERCS and have signed up to receive regular information from us, your name, email address and postcode will be processed via MailChimp or Sendinblue (industry-standard bulk email systems) in order to maintain your subscription on our mailing list. Your information will not be entered on to our online outlook database, it will not be used for any other purposes and will not be shared with any external organisations.
You can unsubscribe from our mailing list or update your information whenever you wish by clicking an unsubscribe link in any of our emails or by emailing firstname.lastname@example.org.
How we use your information
We may use information held on you in the following ways:
- to contact you to provide you with information or services that you request from us
- to send you our regular e-bulletins and other electronic communications
- to ask for your opinion or input into various pieces of ERCS work
- to ensure the content from our website is presented in the most effective manner for your computer
- ERCS members only – to ask you to nominate and/or vote on constitutional issues, seek financial contributions to projects, participate in ERCS surveys.
Disclosing your information
We will never disclose your personal information to anyone outside of ERCS except where we have your consent*, when it is necessary to perform a contractual service* or administer our relationship with you, or to fulfil a legal obligation*.
Cookies when accessing the ERCS website
When you visit our website we use ‘cookies’ to help us understand more about how our site is used by visitors, and to develop our services. A ‘cookie’ is a bit of information kept on your computer. It allows us to monitor how the site is being used.
Our cookies are used to:
- identify unique visitors to our site and the number of visits
- what information is downloaded
- the type of referral used by each visitor to arrive at our site (e.g. via a search engine or email)
- track aspects of user visits, including the length of a user’s visit, their browser, geographic location and the use of the search facility on our website.
The box below allows you to opt out of Matomo Analytics cookies. If you use an ad blocker or cookie blocker the box may be empty as you are already automatically opted out.
Third party sites
Your rights in relation to your personal data include:
- the right of access – you have the right to ask us for copies of your personal information we hold on you
- the right to rectification – you have the right to ask us to rectify personal information you think is inaccurate and/or to complete information you think is incomplete
- the right to erasure – you have the right to ask us to erase personal information
Please contact us if you wish to make a request by emailing email@example.com. If you make a request, we have one month to respond to you.
If you have any questions or comments about our use of your personal information please contact us via email or write to us.
Environmental Rights Centre for Scotland
c/o Scottish Environment LINK
4 Hunter Square
Edinburgh EH11 1QW
If you are unhappy with how we have used your data, you have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk.