Privacy policy.

What personal data is collected?

Bavs collects data that you provide in the course of its business operations. Specifically:

  • When you make an enquiry (via telephone, online or in person)

  • When you seek a volunteer role with us

  • When you book onto a training, conference or other activity run by Bavs (or in partnership with another organisation), directly, or via Eventbrite

  • During the delivery of projects and services to clients (you and organisations)

  • During enquiries (including telephone and/or online) made by us on behalf of, and in order to deliver services or projects to, clients

  • When your details, with your permission, have been shared with us by a third party

  • When entering into any partnership, membership or associate relationship with us

  • When you consent to be added to the newsletter mailing list

  • When we conduct investigations (e.g. due diligence) on supporters, potential clients and business partners

  • When marketing services (see below).

The personal data collected from you includes all appropriate contact details which may include: name, address, email address, organisation, job role, and telephone number(s). We may also collect by agreement with you, or from the public domain, organisational/personal address details, social media profile names, and Skype/FaceTime profile names. For our services and activities aimed at young people, we may also collect details of age and emergency contacts.

Data regarding medical needs, or characteristics such as an person’s gender, race, disability and religion may be collected if specifically required and given for the purposes of providing a particular service (e.g. to meet an person’s particular needs), and to monitor equal opportunities. 

How will your data be used?

Your data will be used to pursue our charitable objectives, and to meet all our operational and regulatory requirements. These include to:

  • Deliver projects and services

  • Engage volunteers to help deliver projects and services

  • Process membership applications and to provide services to members

  • Seek new partners and funders

  • Provide training, information, evaluation and networking events

  • Market and promote our services, projects and charitable objectives

  • Protect us against fraud

  • Report, analyse, evaluate and seek to sustain our projects and services

  • Respond to enquiries on any aspect of our work.

The lawful basis

We rely on the contractual relationship that exists with the individual or organisation concerned for the processing of personal data to deliver projects, engage volunteers, and accept members.

We also rely on our legitimate interest to process personal data in order to meet our operational and legal requirements. These include:

  • Dealing with enquiries

  • Seeking new funding and new partner organisations

  • Providing training, conferences and other activities

  • Sharing briefings, guidance and advice

  • Reporting and evaluating

  • Promoting our services, projects and charitable aims.

We need your consent to collect personal data if you are aged under 16, and for e-mail marketing purposes (see below).

E-mail marketing

With your consent, we will use your email address to send you a regular e-newsletter. You opt-in to receive this and may opt-out again at any time by clicking the “unsubscribe” link in the newsletter.

We may also rely upon the soft opt-in where you have used or enquired about our services, but chose at the time not to opt-out of receiving the e-newsletter. As above, you may still opt-out at any time by clicking the “unsubscribe” link in the newsletter.

Sharing and transfer of your data

As a general rule, we do not share your data with third parties. However, we may provide your name and contact information to organisations we have contracted to deliver training or other services (such as the trainer) in order to meet our operational needs, and any contractual and/or health and safety duties (e.g. by providing a list of participants). If you are a Bavs volunteer, we may also share data with Disclosure Scotland. We use Eventbrite to process event registration (e.g. for a training course) and Mailchimp to produce our e-newsletter. There is an agreement with each of these online services that provides for data processing in line with European and UK law.

Finally, we may share your personal data if required to do so by law, to enforce our legal rights, or to protect your health and safety.

Storing your data

Your data is held securely in a locked cabinet and online, in accordance with our Cyber Security Policy. Your personal data is kept until no longer than necessary in accordance with our data retention schedule.

Your rights

You have a number of legal rights relating to your personal data. This includes the right to information, to access, to be forgotten, to have errors rectified, to restrict, and to object to processing of your personal data. Information and advice on enforcing these rights is available from the Information Commissioner’s Office Helpline: 0303 123 1113.

How to contact us

If you have a complaint about your data privacy, please contact Juliana Amaral,  Chief Officer, Bavs, at Newton Street, Duns, TD11 3AU, Tel. 01361 883137.


Review date: June 2024


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