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Copyright Statement

The complete contents of this site, unless stated otherwise, are copyright BAVS © 2015.
You may download and make copies of the content of this site for your own personal use, provided that you maintain all copyright notices in the content. Unless expressly noted on the page, you may not copy or store any content from this site for redistribution, reproduction, or publication for any purpose whatsoever, without prior written permission from the author.

Disclaimer

BAVS is unable to make any warranties about the accuracy of any information on this site, and you should not rely on it in any way whatsoever. That legal disclaimer being made, we do, of course, do our best to ensure that the site is useful and up-to-date.
All brand and product names, trademarks and service marks are acknowledged as the property of their respective owners. On some pages, links to other internet sites are provided. We have no control over the content of such linked sites whatsoever and we believe them to be useful and not offensive.

Privacy Policy

  1. Who are we?

Berwickshire Association for Voluntary Services (BAVS)

BAVS is an independent voluntary organisation, established in 1971, with the task of supporting, informing, representing and providing services to community and voluntary groups in the Berwickshire District Area of the Scottish Borders. BAVS is a company limited by guarantee and registered charity, reporting both to Companies House and the Office of the Scottish Charity Regulator (OSCR).  BAVS is an integral part of the Scottish Borders Third Sector Interface (BTSI).

BAVS main aims are to initiate assessment of the community needs; to promote the development of new organisations and projects; to provide information, advice and administrative back-up; to assist organisations to collaborate with each other and with statutory authorities; to open up channels of communication and enable participation from the public in local affairs.

We respect the privacy of our members, volunteers and supporters and take our duty to process your data very seriously.  BAVS is committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified then you can be assured that it will only be used in accordance with this privacy statement.  This document explains how we collect information, what we do with it and what controls you have.

BAVS may change this policy from time to time by updating this document.  You should check this document from time to time to ensure that you are happy with any changes.  This policy is effective from April 2019.

  1. What personal data we collect and how we use it

BAVS is what’s known as the ‘controller’ of the personal data you provide to us. We usually collect basic personal data about you – such as your name, postal address, telephone number, email address, organisational affiliations and occasionally whether or not you are happy for us to use photos of you in promotional materials.  We do this through forms on our website, the “Book When” application when you book on to our courses, and through paper forms that we provide in order to collect the information we need to run programmes safely where you are a participant.

Sometimes we collect other information such as your date of birth, gender and health details. We’ll be very clear with you if we want to collect such information, give our reasons, and will only do so with your specific consent and permission.

We delete all data about you at the end of any programme in which you have been a participant, except for your photo permissions and contact details and we will only retain your contact details if you have given us permission to do so. If you change your mind you can withdraw your permission for us to process your personal data at any time by using the unsubscribe link in any of our mailing list emails or, if you are the key contact for an organisation, using the contact details in ‘7. How to contact us’.

Why we need it

We will use your information to make contact with you about the work we are doing with you.  We require this information to provide you with an efficient and effective service and to get in touch with you if we have information that could help either you individually or your group or organisation.  There are also legal obligations that require us to retain certain information for specified periods.

 

The purposes therefore, for which personal data may be used by us include:  Financial, regulatory, organisational and wider sector development purposes.

This may include the following:

  • Compliance with our legal, regulatory and charity governance obligations and good practice
  • Ensuring organisational policies are adhered to
  • Operational reasons, such as to support capacity building in the sector, recording interactions of all activities with our stakeholders, volunteering and training, quality control; ensuring the confidentiality of sensitive information
  • Communications and networking
  • Investigating complaints
  • Improving services

Please note that giving us permission to use your photos for promotional material and on social media does so in perpetuity, however we will always use photos responsibly.

The information is needed to fulfil your needs or to allow us to give you a more personalised service. You don’t have to disclose any of this information, however if you choose to withhold requested information, we may not be able to provide you with certain services.

Our marketing

We use your contact details to keep you informed about activities and programmes in which you may want to participate and to make you aware of policy changes and funding opportunities.  We will also use your information to consult with you to allow us to represent Berwickshire communities.  Sometimes, with your consent, we will process personal data to provide you with information about our work or our activities that you have requested or are expecting. On other occasions, we may process personal data when we need to do this to fulfil a contract or where we are required to do this by law or other regulations (for example, if you have asked us to collect Gift Aid on your donation or to set up a Direct Debit).  We will also hold information about your details so that we can respect your preferences for being contacted by us.

BAVS also processes your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our appeals, conservation, campaigning, membership, services, products, fundraising, legacies, newsletter requests, feedback, competitions and other activities and those of other carefully selected organisations. Please refer to the ‘Legitimate interests’ section of this document for more information.

How we obtain your details 

We collect your personal information in a number of ways:

  • When you provide it to us directly. 
  • When you provide permission to other organisations to share it with us (including Facebook or Twitter).
  • When we collect it as you use our websites or apps. 
  • When you have given it to a third party and you have provided them with permission to pass your information on to us.

We combine the information from these sources with the information you provide to us directly.

Young people

If you are under 16 please ensure you obtain your parent/guardian’s consent before sending any personal information to any website or BAVS. We do have activities for those under 18 so we may ask your age.  If you are under 16, we require the consent of your parent or guardian in order for you to undertake activities. Please note that we will not knowingly market to or accept donations or orders for goods or services from persons under 16. As a parent or guardian we encourage you to be aware of the activities in which your children are participating, both offline and online. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or dis

disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

  1. Legitimate interests

Broadly speaking, the term legitimate interests means we can process your personal information if:

  • We have a genuine and legitimate reason and 
  • We are not harming any of your rights and interests

So, what does this mean? When you provide your personal details to us we use your information for our legitimate business interests to carry out our work promoting wellbeing and nature connection. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights.

Some typical examples of when we might use the approach are for preventing fraud, direct marketing, maintaining the security of our system, data analytics, enhancing, modifying or improving our services, identifying usage trends and determining the effectiveness of our campaigns and fundraising.

Our vision

The vision of BAVS is to support participants, at every stage of life, to grow and thrive, through nurturing well-being, resilience and community in woodlands.

We want everyone to have the knowledge, skills, opportunity and access to the natural outdoors to make Scotland a healthier, better place to live.  We use various ways to achieve our vision and to support our objectives; we believe people who share our values would love to know how to support us. We will process the personal information you have supplied to us to conduct and manage our business to enable us to give you the most appropriate marketing, information, service and products and provide the best and most secure experience.  These are what we consider to be our legitimate interests.

Our interests

The following are some examples of when and why we use this approach in

our work helping people form a nature connection in natural environments:

  • Direct marketing: We may in future contact you by post and telephone with marketing and fundraising asks which further the aims and objectives of BAVS. We will make sure our communications are relevant to you, tailored to your interests.
  • Ordering online: In order for us to process an order, payment has to be taken and contact information collected, such as name, delivery address and telephone number, provided. Any seller would also need to record the transaction.
  • Your best interest: Processing your information to protect you against fraud when transacting on our website, and to ensure our websites and systems are secure.

Personalisation: Where the processing enables us to enhance, modify, personalise or otherwise

  • improve our services/communications for the benefit of our supporters.
  • Analytics: To process your personal information for the purposes of customer analysis, assessment, profiling and direct marketing, on a personalised or aggregated basis, to help us with our activities and to provide you with the most relevant information as long as this does not harm any of your rights and interests.
  • Research: To determine the effectiveness of promotional campaigns and advertising and to develop our products, services, systems and relationships with you.
  • Due diligence: We may need to conduct investigations on supporters, potential customers and business partners to determine if those companies and individuals have been involved or convicted of offences such as fraud, bribery and corruption. We will also hold information about you so that we can respect your preferences for being contacted by us.

Your interests

When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

For more information about your rights, please see the section ‘6. What are your rights?’

We promise we will never sell or rent your personal information to other organisations. It’s not in our interest to let you down.

  1. Sharing your information

We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations and the following:

  • If you have agreed that we may do so.
  • When we use other companies to provide services on our behalf, eg. processing, mailing or delivering orders, answering customers’ questions about products or services, sending mail and emails, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments.
  • If we receive a complaint about any content you have posted or transmitted to or from one of our sites, to enforce or apply our terms & conditions or if we believe that we need to do so to protect and defend the rights, property or personal safety of BAVS, our websites or our visitors and for other lawful purposes.
  • If we merge with another organisation to form a new entity, information may be transferred to the new entity.

We may disclose aggregate statistics about our site visitors, supporters, customers and sales to

  • describe our services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
  • If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.

We promise we will never sell or rent your personal information to other organisations.

  1. Retaining your information

We hold your information only as long as necessary for each purpose we use it. This could be because we need it to provide you with the goods, services or information you have required, to administer your relationship with us, to understand the preferences of our supporters or to comply with the law.  If you decide not to support BAVS any more or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information. We will always dispose of your personal information securely.

  1. What are your rights?

A new data protection law, which came into being in May 2018, gives everyone a number of very important rights.

 

These are:

  • Transparency over how we use your personal information (right to be informed).
  • To be able to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
  • The opportunity to update or amend the information we hold about you if it is wrong (right of rectification).
  • To ask us to stop using your information (right to restrict processing).
  • To ask us to remove your personal information from our records (known as the right to be ‘forgotten’).
  • The chance to object to the processing of your information for marketing purposes (right to object).
  • The opportunity to obtain and reuse your personal data for your own purposes (right to data portability).
  • To not be subject to a decision when it is based on automated processing (automated decision making and profiling).

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes

if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by

  • writing to or emailing us at info@bavs.org.uk or by clicking the unsubscribe button on Mailchimp

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to us by using the contact details in ‘7. How to contact us’.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.

Remember, you can change the way you hear from us or withdraw your permission for us to process your personal data at any time by using the contact details in ‘7. How to contact us’.

 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

  1. How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of

the information we hold about you, please contact us on

  • By telephone: 01361 883137
  • By email: info@bavs.org.uk

If you wish to raise a complaint on how we have handled your personal data, you can contact our data protection officer who will investigate the matter. Contact our data protection officer:

BAVS is a Charity registered in Scotland SCO016309 and a Company Limited by Guarantee SC381152.

BAVS, 55 Newtown Street, Duns, TD11 3AU

CONTACT TEL 01361 883 137

www.bavs.org.uk

Help us save paper – view this policy online at bavs/privacy-policy or request an electronic copy by email at info@bavs.org.uk

This document was last updated: April 2019