The Scottish Older People’s Assembly Privacy Notice
1. Who we are
The Scottish Older People's Assembly (SOPA) is a Scottish Charitable Incorporated Organisation. We are a charity registered in Scotland, charity number - SC046520.
We will use information about you, called personal data, to provide you with our services and we collect that through this website and also in person. This notice sets out how we use that personal data.
2. Contact details
Our registered office is: The Eric Liddell Community, 15 Morningside Road, Edinburgh EH10 4DP.
3. What personal data we collect and why we collect it
The SOPA website stores very limited information about our site visitors. However we do use some external services which may store data about you. We list what we store and the external services we use below.
- We have a ‘contact us’ form which allows you to send us a message/enquiry. The details you fill in are passed to us by email but not stored on the website. We will retain the emails sent to us this way and may use your contact details to respond to you about your enquiry.
- If you have any queries about our use of your data, please use the contact details above. You can also contact the website hosting service at firstname.lastname@example.org
Engaging with SOPA in other ways
You may engage with us in other ways such as joining our mailing list, attending an event, becoming a member, volunteer or trustee. We will collect details about you in order to fulfil your request or to provide you with information. We will collect the minimum amount of data that we need to, this might include your name, email address, telephone number and postal address.
If we collect any other information about you, we will be very clear with you that we wish to collect such information, our reason for doing so and would only do so with your specific consent / permission. This could include equalities monitoring information as part of a survey or event. This data would be anonymised and be used to improve the representation and reach of our work and to comply with funder or contract requirements (eg from the Scottish Government).
You may receive electronic newsletters and information from us, but you can ask us to stop sending these, either by clicking on the unsubscribe option on the bottom of our newsletters or by contacting us using the details above.
4. Legal basis
We process the personal data that is necessary to allow us to provide our services.
We also process personal data because we have a business reason (legitimate interest) to do so and the impact on the individual whose data we have is limited.
Sometimes we rely on your consent to send you information about us. You always have the right to ask us to stop using your contact information in that way.
5. Sharing your data
We will only share your details as necessary to provide our services. This might be, for example, with the Scottish Parliament Events Team, prior to holding an event there, or with a printing firm if you have requested paper copies of a document.
6. Storage, security and retention
We store the majority of our data electronically, using Microsoft 365.
We use other systems to help us carry out our work, including:
- Mailchimp to produce and distribute our electronic newsletter
- survey tools such as SurveyHero to create electronic surveys
- Eventbrite to manage registrations for an event
- Zoom to host online meetings and events. If we are recording an online event, this will be made clear prior to the recording starting along with how the recording will be used.
We will retain information relating to the services we are providing, include personal data for as long as required by our Retention Schedules. We are required to keep certain data eg staff records, details of payments made and governance information, for set periods of time. If you request to be removed from our circulation lists or leave as a member of SOPA, we will remove your details from our live files within 4 weeks of the request and within 6 months from our backup files.
7. Your data protection rights
Under data protection law, you have rights including:
- Right of access - You have the right to ask us for a copy of your personal information. You also have the right to information about how we use your data. This notice should answer most of your questions but you should contact us if you have further queries.
- Right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
- Right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. You have an absolute right to ask us to stop sending you marketing material and updates about our services.
There is no charge for exercising these rights unless your request is manifestly unfounded or excessive. If it is, we will charge a reasonable fee or refuse to comply with your request.
Once a request is made, it will be acknowledged and we may ask for confirmation of identification from you and/or seek clarification of your request.
We will do our best to respond without undue delay and within one month of receiving your request. However, if the request is complex, we can extend that by another two months but if we do need more time, we will let you know why.
Please make any requests using the contact details above.
8. How to complain
If you have any concerns about the way that we collect and use your data then please contact us using the details above and we will do our best to address these concerns.
However, you can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data and their contact details can be found here.
9. Changes to our privacy notice
We keep our privacy notice under review and will require to make changes from time to time. We will highlight any substantial updates on our website.
This privacy notice was last updated on 10th May 2022.