Privacy Notice

Girlguiding Edinburgh is committed to protecting your privacy. This notice details the information we collect from you when you access the Girlguiding Edinburgh website and the steps we take to ensure this information remains confidential.

We take your privacy very seriously and we always aim to be clear to you about the way Girlguiding Edinburgh manages data. We make sure our privacy notice is up to date and as comprehensive as possible. But it doesn’t cover every aspect of our collection and use of personal data, so please contact us if you need more information or have any questions about this notice. You can find our contact details below.

To what do ‘Girlguiding’, ‘Girlguiding Edinburgh’, ‘we’ or ‘us’ refer?

In this notice, ‘Girlguiding’, ‘Girlguiding Edinburgh’, ‘us’, ‘we’, and ‘our’ refer to the registered charity, The City of Edinburgh Guides Association, Scottish Charity No. SCO13171.

What personal information does Girlguiding Edinburgh collect? How?

When necessary, we collect:

• Name
• Parent/guardian name(s)
• Contact details – including address, telephone number, email address
• Date of birth
• Health information
• Education, profession, skills
• Payment information (bank or credit card details) if you donate to us
• Records of your correspondence with us
• Records of your participation with us (including as a member or volunteer)
• Donation history and Gift Aid details
• Information you enter on our website
• Photographs, video, audio recordings
• Online identifiers and behaviour
• Opinions and biographical information
• Data about criminal convictions or offences
• Data relating to fraud or financial irregularities
• Any other information you share with us

We may collect this information in the following ways:

• Directly: For example, when you provide personal data through our website. This might happen when you make a donation or fill out digital forms and online surveys, or when you talk to us in person or by email, phone, or letter.
• Publicly available: Your personal information may be available for anyone to see on external public sources like Companies House or the Charity Commission. We may access your personal information from social media accounts or services, depending on your privacy settings. (For example, when you choose to interact with us via Facebook, Instagram, or Twitter.)

Our website: When you visit our website, we automatically collect the following types of personal information:

• Technical information, including the internet protocol (IP) address used to connect your device to the internet; browser type and version; time zone setting; browser plug-in types and versions; operating systems and platforms
• Information about your visit to our website, including the uniform resource locator (URL) clickstream to, through, and from the website (including date and time); services you viewed or searched; page response times; download errors; length of visits to certain pages; referral sources; page interaction information (such as scrolling and clicks); methods used to browse away from the page.

We also collect and use your personal information by using cookies on our website. (Please see our cookie notice.)

We may combine your personal information from these different sources for the purposes set out in this privacy notice.

Why and how do you use my personal data?

Data helps us support and improve interactions with Girlguiding. It help:

• Update you on Girlguiding Edinburgh policies and procedures
• Keep members and volunteers safe
• Monitor equal opportunities
• Manage guiding activities, ensuring the right care is in place for activities
• Communicate with you (when collecting membership details or arranging payments, for instance)
• Process donations and Gift Aid claims
• Manage fundraising
• Develop our services
• Keep a record of your relationship with Girlguiding Edinburgh for our administration, and to let you know about changes to our services or policies
• Investigate and respond to complaints, legal claims, other issues
• Meet obligations under consumer protection law
• Carry out research to improve our services and communications
• Prevent and detect crime
• Assess applications for volunteering and employment
• Manage risks so our members can enjoy guiding in a safe environment
• Keep you up to date with our fundraising and marketing activity through our website, direct mail, SMS/text campaigns, email, telephone

Data helps us engage on social media

If you post content on social media and share these posts to our social media channels we may ask for your permission to use your content. We do this under our legitimate interests of engaging with those who support us publicly.

Data supports and improves our research and your experience of us

We may use your personal information to create a record of your interests and preferences. With this we can make sure we send information that is relevant to you. It helps us understand more about our supporters so we can make appropriate requests to those who may be willing and able to give more than they already do. This helps us raise funds sooner and more cost-effectively.

We also may also contact you to ask if you would like to take part in questionnaires, surveys, or other research to help us understand where we can improve our offer for girls and women. We will always tell you if questionnaires, surveys, or other research are anonymous or not.

If you would prefer we not use your personal information for supporter research, please let us know by using the contact details below.

To keep you up to date

We may use your personal data to share information about our work, services, events, or products which we think may be of interest to you, for example:

• Updates about our work
• Newsletters
• Information about appeals and fundraising activities (this can include requests for donations, information about legacy gifts, and updates about how funds have been used)
• Volunteering information
• We only send this information to you by email, SMS, or telephone if we have your prior consent (unless we may do so by applicable law).

Can I change my consent?

Yes! You can withdraw your consent and unsubscribe from or update your marketing preferences any time. Just use the details below.

If you make changes to your consent, we will update your record as soon as we possibly can. It may take up to 30 days for our systems to update and stop post being sent to you.

If you are under the age of 14, you must get permission from your parent or guardian before registering or giving us any information.

How long do you keep personal data for?

Girlguiding Edinburgh keeps your personal data for as long as necessary to fulfil the purposes for which we collected it—including satisfying any legal, accounting, or reporting requirements. We decide how long is appropriate to keep personal data based on necessity.

We do this by considering the amount, nature, and sensitivity of the personal data:

• The potential risk of harm from unauthorised use or disclosure of your personal data
• The purposes for which we process your personal data
• Whether we can achieve those purposes through other means
• Legal requirements

Unless we still need your personal data for the purpose for which it was collected or processed, members who leave Girlguiding Edinburgh before your 18th birthday generally have their personal data stored up to the date of their 24th birthday. If you are an adult member, the date is your 70th birthday, or six years after you leave, whichever is later.

We will remove your data from our records before this date if:

• Your personal information is no longer needed in connection with the purpose
• We are no longer lawfully entitled to process it
• You validly exercise your right of erasure
• If you ask us to stop contacting you we will keep some basic information about you on our suppression list to avoid sending you more unwanted messages.

How do you use cookies and digital marketing?

Cookies are small text files placed on your computer by websites you visit. They are widely used to make websites work more efficiently for visitors, and to provide information to the owners of the site.

We use cookies to:

• Remember certain information about users so they don’t have to give the same information again
• Measure how people use our websites so we can improve the way information is provided
• Display adverts based on what parts of the Girlguiding Edinburgh website people visited
• You agree to our use of cookies by continuing to use our websites. You can find more information on the exact cookies that we use on our cookies page.

Disclaimer

We cannot be responsible for any information you give in public community areas of the Girlguiding Edinburgh website, or on websites that we link to from our platforms. This information can be viewed or collected by any third party; you should always be wary of publishing any personal information in public community areas.

You should also read the privacy notices of any other websites that we link to which you visit. This is so you may understand what information is collected from you and for what purpose.

Girlguiding Edinburgh cannot be held responsible for the policies of any third party website that we link to, and you access these websites at your own risk.

Get in touch with us

If you have any concerns about the Girlguiding Edinburgh privacy notice, how we deal with data, or how we’ve used your data, please get in touch: girlguidingedin.marcom@gmail.com.

We will be happy to help and discuss your concerns.

You can also make a complaint to the Information Commissioner’s office and the Fundraising Regulator.

Changes to this privacy notice

We may update this privacy notice from time to time. We will tell you about significant changes by contacting you directly where it’s reasonably possible for us to do so and by putting an update notice on our website. You should check this notice from time to time.

This notice was last updated on 18 April 2023.