Drumchapel Caravan Project (Trading as ‘The Caravan Project’) SC039952

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)

Who are we?

The Caravan Project is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

• The Caravan Project complies with its obligations under [the GDPR] by keeping personal data up to date;

• by storing and destroying it securely; by not collecting or retaining excessive amounts of data;

• by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

o To enable us to provide a voluntary service for the benefit of the public as specified in our constitution;
o To administer membership records;
o To fundraise and promote the interests of the charity;
o To manage our employees and volunteers;
o To maintain our own accounts and records.
o To operate the Caravan Project web site and deliver the services that individuals have requested.
o To inform individuals of news, events, activities or services running at Caravan Project.
o To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.

What is the legal basis for processing your personal data?

1. Explicit consent of the data subject – the individual has given clear consent for the Caravan Project to process their personal data for a specific purpose. Examples of where we would require your consent is:

• To enable us to contact you regarding new and existing programmes we are running.
• To enable us to contact you regarding fundraising events and campaigns.
• To enable us to contact you regarding volunteering opportunities within the charity.
• To enable us to contact your organisation regarding becoming a referral organisation.

Consent can be withdrawn by contacting the Caravan Project at the address listed below.

2. Contractual – the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. Examples of this include:

• Where you have applied for a respite holiday and we are required to continue communicate with you in order to process your application.
• Where you have applied for a BIG DAY OUT and we are required to continue to communicate with you to process your application.

3. Legal obligation – the processing is necessary for the Caravan Project to comply with the law such as retaining employee’s payment records for HMRC.

4. And finally where processing is carried out by a not-for-profit body and the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent.

Sharing your personal data

Your personal data will be treated as strictly confidential, and we will only share your data with third parties outside of the organisation with your consent.

How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary and in line with our data retention policy.

Your rights and your personal data

Unless subject to an exemption [under the GDPR], you have the following rights with respect to your personal data: –

• The right to request a copy of your personal data which the Caravan Project holds about you;
• The right to request that the Caravan Project corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for The Caravan Project to retain such data;
• The right to withdraw your consent to the processing at any time.
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

• The right to lodge a complaint with the Information Commissioners Office.

The Information Commissioner’s Office – Scotland
45 Melville Street
Edinburgh
EH3 7HL
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk

• Transfer of Data Abroad If the personal data is to be transferred to countries or territories outside the EU you must include details of how the data will be protected, together with details of how to obtain copies of the relevant safeguards.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
Where and whenever necessary, we will seek your prior consent to the new processing. Contact Details To exercise all relevant rights, queries of complaints please in the first instance, contact us at:

The Caravan Project
Room 8, 201 Alderman Road
Glasgow
G13 3DD
0141 258 4720