1. Introduction  

1.1 In this Data Protection Notice, “we” and “us” means The Young Women’s Movement, Charity Number SC034132, Company Limited by Guarantee in Scotland Number SC246153, with a registered office at The Melting Pot, 15 Calton Rd, Edinburgh, EH8 8DL. 

2. Who collects the information? 

2.1 The Young Women’s Movement is a “data controller” and gathers and uses certain information about ‘data subjects’ e.g. participants, employees, etc. 

2.2 A data subject is someone who can be identified from personal data.  

3. The information we collect and hold:  

3.1 We may collect the following information:  

• Your name and contact details (DOB, address, home and mobile phone numbers, email address); 

• Parent/carer contact details; 

• Bank details;  

• Preferences and interests; 

• School/college/employer details;  

• Ethnicity, gender and equality information; 

• Emergency contact details; 

• Consent information; 

• Any relevant allergies and/or medical information; 

• Photos, images, videos and sound; 

• Press releases, media footage, etc.  

3.2 Where data subjects are under 18 years of age, then a parent/carer must complete the sign up or consent form on their behalf.  

4. Use of Personal Information  

4.1 We will use the personal information which you provide to us for the following purposes:  

• If you wish to attend a programme or event, for the purpose of managing and administering your registration; 

• If you wish to receive information on the activities and services of The Young Women’s Movement; 

• If you purchase goods or services via The Young Women’s Movement; 

• If you complete a questionnaire or survey, for the purpose of collating and reporting upon the results of such a questionnaire or survey;  

• If you make a donation or payment, for the purpose of processing your donation or payment;  

• For the purposes of reporting our impact, your demographic data (e.g. age, gender, postcode, etc.) may be shared in funding reports and applications. Any information shared will be anonymised.  

4.2 We will keep your information for as long as it is reasonably necessary, in line with General Data Protection Regulation (GDPR) and any other legal obligations. We store your information on computer systems which are security and password protected. Please see our Records Retention Policy for more information.  

4.3 We have policies, procedures and sufficient security features in place to ensure that your data is treated securely and protected from unauthorised access. 

4.4 We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. 

5. Disclosure of Information  

5.1 In processing your personal information for the reasons stated in Section 4, we may need to disclose your personal information to third parties such as funders, programme and event providers and administrators, partner organisations, providers of goods and services that you have purchased, third parties that have an interest in the results of any questionnaire or survey you may complete, your bank or building society and third parties that process donations and payments on behalf of The Young Women’s Movement. 

5.2 In such circumstances, data will be protected during transit to any third-party though use of security measures including but not limited to passwords, encryption and recorded delivery.  

5.3 Otherwise, information will remain confidential and will never be sold to or otherwise shared with “for profit” third parties for commercial purposes.  

5.4 The YWM will only ever share your image in photos or videos if you have consented to this.  

6. Consent to Contact You  

6.1 From time to time, we may also wish to use your personal information to contact you by post or telephone for the purposes of promoting our aims, objectives, activities and services, requesting donations, providing you with details of the activities, services, products and services of partner organisations and asking you to complete questionnaires and/or surveys. By providing your information, you consent to us contacting you in this way.  

6.2 If you change your mind at any time and do not want us to contact you further, please let us know by emailing to hello@youngwomenscot.org.  

7. Your Right to Information Held About You  

7.1 You have the right to ask for a copy of the personal information we hold about you under the Data Protection Act 2018. This is also known as a ‘Subject Access Request’ or SAR. To make this request, please contact us at hello@youngwomenscot.org.  

7.2 The rights you have in relation to your personal information also include: 

• You can ask for access to your information; 

• You can ask us to confirm if we are processing your information; 

• You can remove consent, where you have provided it, at any time; 

• You can ask to correct your information if it is wrong or if it needs updated, i.e. you have moved address; 

• You can ask us to delete your information; 

• You can ask us to restrict how we use your information; 

• You can ask us to help you move your information to other companies; 

• To help with that, you have a right to ask that we provide your information in an easily readable format to another company; 

• You can ask us to stop using your personal information, but only in certain cases; 

• You have the right to complain to the relevant supervisory authority. Please see section 8 for more information.   

8. Further Information 

8.1 If you have questions regarding this notice, please contact YWM’s designated Data Protection Officer (Head of Programmes and Operations), emma@youngwomenscot.org.uk.  

8.2 If you are unhappy with how we have processed your personal information you have the right to lodge a complaint via YWM’s Complaints Policy.  

8.3 Or, If you are unhappy with how we have processed your personal information you have the right to lodge a complaint with the Information Commissioners Office: 

Information Commissioners Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Telephone number: 0303 123 113 (local rate) or 01625 545745 (national rate) 

---