Privacy Policy

How we respect privacy when we deal with personal information collected by our organisation

The Volunteer Tutor Organisation Scotland

Last updated

05/10/2018

This Privacy Policy applies to information we (VTO) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

If you have any comments or questions about this notice, feel free to contact us at admin@vtoscotland.org

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Purpose

Data (key elements)

Basis

Enquiring about our organisation and its work

Name, email, message

Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect.

Subscribing to email updates about our work

Name, email

Consent – you have given your active consent.

Making a donation

Name, email, address, payment information

Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.

Signing up as a member

Name, email, address, phone number

Legitimate interests – It is necessary for us to allow log ins at future dates. For pupils, tutors and sponsors this means that they can be connected to allow the tutoring process to begin or continue.

Applying to become a volunteer tutor

Name, email, address, phone number, age range, sex, ethnicity, qualifications, disability, hobbies & interests

Legitimate interests – to allow us to assess suitability for tutoring and to enable assignation to a Homework group or suitable tutee.

Referring a child to be considered for tutoring

Name, email, address, phone number, age, school, residency status, reason for referral

Legitimate interests – to allow us to check against our qualification for free tutoring criteria and to enable appropriate assignation to a Homework group or suitable tutor.

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

  • reply to enquiries you send to us;
  • handle donations or other transactions that you initiate;
  • assign pupils to tutors or Homework Groups
  • create homework groups
  • where you have agreed send you the VTO newsletter, any updates and details of forthcoming events including any relevant opportunities
  • VTO will process data for internal reporting and research purposes. We will also process data to include in our reporting to funders. These reports will not be shared with third parties, with the exception of anonymised reports which will not include specific personal data
  • where you have specifically agreed to this, send you communications by email relating to our work which we think may be of interest to you.

3. When we share your data

We will only pass your data to third parties in the following circumstances:

  • you have provided your explicit consent for us to pass data to a named third party;
  • we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
  • we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

4. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required. Different laws require us to hold certain data for different periods of time. Where data is collected on the basis of consent, we will seek renewal of consent at least every five years.

5. Rights you have over your data

You have a range of rights over your data, which include the following:

  • Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
  • You have the right to ask for rectification and/or deletion of your information.
  • You have the right of access to your information.
  • You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please email us at admin@vtoscotland.org

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

6. Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose.  Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available at http://www.google.com/privacypolicy.html.

7. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.

 

8. Security of your personal information

VTO has secured platforms on which your electronic personal data is stored. All of the software used to process and store your data is password protected and is accessed by authorised personnel only.

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