Privacy Policy

Tagsa Uibhist promotes health and wellbeing in our communities in Uist.

Our clients, volunteers, supporters, and employees are important to us, and we are committed to keeping your data safe, making it clear what information we collect from you, and how we use it.

Tagsa Uibhist is a Scottish Charitable Incorporated Organisation (SCIO) registered charity number SC029417.

You can change how we contact you at any time by contacting our CEO at chris@tagsa.co.uk or our Finance Manager on tiag@tagsa.co.uk.

For Clients

Tagsa Uibhist is the data controller for the information you provide during the process unless otherwise stated.

When we support you with any of our services, personal information collected is not shared with any third parties except if you give us specific consent to do so. We will collect your contact details and preferences, and any other data that is relevant to delivering the service to you. This information will only be used for the purposes of the service and not shared with the rest of Tagsa Uibhist unless you give us permission to do so.

We will keep the data for up to six years, in line with contracts and government regulations.

If you accept services from us, your personal records will be held on a secure cloud-based application (SharePoint and Care Planner).

For Volunteers

If you enquire about our volunteering opportunities, we will usually collect your name, contact details, contact preferences, ethnicity, gender, availability to volunteer, disability (including physical and mental conditions) and criminal convictions.

We collect this data so that we can contact you about volunteering opportunities that come up, so that we ensure the safety of our volunteers, staff and clients, carry out our awards programme, and to help us anonymously measure our inclusion and accessibility across our volunteering programmes.

If you volunteer with us, we will then collect your emergency contact details in case of an emergency during your time volunteering at Tagsa Uibhist and bank details for paying expenses.

We are required to confirm the identity of our volunteers, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity, and reliability. You will therefore be required to provide:
• Proof of your identity – you will be asked to attend one of our offices with original documents, and we will take copies.
• You will be asked to complete a criminal records declaration to declare any unspent convictions.
• Depending on the volunteer role, we may contact you to complete an application for a PVG Certificate (Protection of Vulnerable Groups) via Disclosure Scotland, which will verify your declaration to work with such groups and individuals.
• We will contact your referees directly, using the details you provide in your application, to obtain references.

We will keep this data for three years after you stop volunteering for us.

If you volunteer with us, your personal records will be held on a secure cloud-based application (SharePoint and Care Planner).

Supporters

Tagsa Uibhist is the data controller for the information you provide during the process unless otherwise stated.

If you support us, for example by signing up to an event, donating, signing up to Gift Aid, we will usually collect your name, contact details, and whether you would like to be contacted, and how we would do so. We collect this data so we can keep you up to date with information and services you have requested, or may be interested in, and to ask for more support, in the way that you have chosen; to run our events; and to fulfill our legal responsibilities for financial and Gift Aid reporting.

We will keep this data for three years after you stop interacting with us.

If you accept communication from us, your personal records will be held in Tagsa Uibhist’s secure files.

Employees (Job applicants, current and former Tagsa Uibhist employees)

Tagsa Uibhist is the data controller for the information you provide during the process unless otherwise stated.

We will collect your personal information, banking details and contact details and preferences, to process your job application, pay your salary and leave administration and HMRC PAYE taxation.

This information will only be used for the purposes of the service and not shared with the rest of Tagsa Uibhist unless you give us permission to do so. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. You will therefore be required to provide:
• Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
• Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
• You will be asked to complete a criminal records declaration to declare any unspent convictions.

Depending on your role, we may contact you to complete an application for a PVG Certificate (Protection of Vulnerable Groups) via Disclosure Scotland, which will verify your ability to work with such groups and individuals.

We will contact your referees, using the details you provide in your application, directly to obtain references

Your personal details and records will be held on a secure cloud -based application SharePoint.

We use a third-party organisation Mann and Judd to process the Tagsa Uibhist Payroll, and data is transferred securely and encrypted. Personal data is sent and received using a secure web portal to the following employee benefit administrators: The People’s Pension.

We will keep the data for up to 7 years, in line with contracts and government regulations.

Complaints

Should you wish to register a complaint we will collect your name, contact details and details about the complaint to enable us to respond, monitor and improve our charity.

We will hold this data for three years.

Visitors to our websites

When someone visits this website, we use a third party service, (Google Analytics), to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

We act in accordance with current legislation and current Internet 'best practice' guidelines:
• We collect our information fairly, lawfully and for specific requested purposes only.
• Information is only for use within Tagsa Uibhist - it will not be released to others without your consent unless we are obliged or permitted by law to disclose it.
• If you send or post offensive (or in any other way inappropriate) material to us, or otherwise engage in disruptive behaviour we can use whatever information is available about you to stop the behaviour. This may involve contacting relevant third parties.
• All personal information supplied is held securely - in accordance with the GDPR.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Your rights

Under the GDPR, you have rights as an individual which you can exercise in relation to the information we hold about you. We will only collect the data that we need to carry out the purposes you have contacted us for, or given us permission to use it for.

To enable us to carry out the purposes you have contacted us for, there will be occasions when we will make some data collection mandatory i.e. your name and address to claim gift aid, or your email address to access our services. If you don’t provide this data, we cannot carry out the purposes you have contacted us for.

We will always tell you why these fields are mandatory. At any time that you wish you can:
• gain access to your personal information,
• object to the processing of your personal information,
• object to the use of automated decision-making and profiling,
• restrict the processing of your personal information,
• ask for a copy of your personal data (known as data portability),
• rectify or correct your personal information, and
• have your personal information removed (known as Erasure or the ‘right to be forgotten’).

Where you have provided consent to be contacted or to receive a service, you will be entitled to withdraw that consent at any time. If you are at any point unhappy with the way that we handled your personal data, you can make a complaint to the Information Commissioner’s Office.

Cookies

Our site uses cookies. By continuing to browse, you are agreeing to our use of cookies.

Access to personal information

Tagsa Uibhist tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you we will:
• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

To make a request to Tagsa Uibhist for any personal information we may hold of you, you need to put the request in writing.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Corporate Services department.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 07/07/2021.

How to contact us If you want to request information about our privacy policy you can: Write to the CEO chris@tagsa.co.uk or Finance Manager tiag@tagsa.co.uk

How to contact us

If you want to request information about our privacy policy you can:

Write to the CEO
chris@tagsa.co.uk

or

Finance Manager
tiag@tagsa.co.uk

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