How we get the information and why we have it

We collect your personal data in order to process your membership/donation, to keep in touch with you, to involve you in our campaigns, or for some other legitimate purpose. This is usually obtained by:

• contacting us, for example by phone, email or through our online contact forms signing up to campaign petitions or pledges;
• using tools from our website to email your local MP, councillor(s) or newspaper(s);
• subscribing to a campaign email list to receive more information about our campaigning work and how you can get involved or donate;
• attending an event;
• joining as a Oor Vyce member; and/or
• donating to Oor Vyce.

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner's Office (ICO) refers to this as a ‘lawful basis’.

Our lawful basis is as follows:

1. We only send emails and updates about our campaign to those who have given their consent to us to do so. However, a person can change their mind at any time and withdraw their consent, in which case we will stop sending emails. Every email has a link to help the recipient unsubscribe if they wish to stop receiving emails.
2. On occasions, a supporter or member may seek to share their own experiences with us to support the campaign. This may include information which relates to their children or which is categorised as “sensitive personal data”, e.g. information concerning health or religious belief. We only process this information if it is necessary to do so, where we have explicit consent, and with appropriate safeguards. This information is kept no longer than is necessary.
3. In all other cases we rely upon our legitimate interests. For example, in maintaining our email list, managing our volunteers, and keeping appropriate records of our interaction with supporters or third parties. Relying on our legitimate interests mean that we carry out an exercise to check that we will not cause harm to the data subject by processing their data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy policy. Our legitimate interests involve harnessing our support base to help us achieve the association’s objects.
4. We collect your financial data for the purpose of fulfilling our contractual duties to you or to others. We retain only that financial data which is required to satisfy our obligations to maintain accurate financial and tax records.

You have the right to withdraw your consent to these activities. You can do so at any time by contacting us at enquiries@oorvyce.scot.

As noted above, the primary type of sensitive personal data we may collect is information relating to your political beliefs which you may express through engagement with specific Oor Vyce campaigning activities. We process this data on the basis of our legitimate interest in furthering Oor Vyce’s campaigning aims.

We do not think that any of the above activities prejudice you in any way. However, you have the right to object to us processing your personal data on this basis. You can do so by contacting us at enquiries@oorvyce.scot.

How we store your information

For all data stored, we will remove this in line with our Data Retention Policy, or sooner where a relevant subject request is made.

From time to time we may need to share some of your data with third party data processors (such as technology providers, website hosts, online systems). Where we do so we will have a data processing agreement with the third party, and where they are located outside the United Kingdom we will ensure that they provide enough security and privacy to enable us to meet our legal obligations to you.

An example of this would be where we use a third-party email provider to deliver our emails to you.  We would need to share your email address with the supplier to carry out this function, but their processing of your data would be in line with a data processing agreement we would have with them.

We mainly use the following data processors:

We use dotScot for our email system, where we may store your name, postal address, phone number, and email address and other personal or sensitive information.

We keep your name, postal address, phone number, and email address in our membership roll and mailing list, stored on Mailchimp, for as long as you wish to remain a member or on subscribe to our mailing list. We will then securely dispose of your information by removing your information from our mailing list. You can view MailChimp’s privacy policy here: https://mailchimp.com/legal/privacy/

You can leave the association or our mailing list by contacting membership@oorvyce.scot.

For members, your name provided to register with our third-party servers is publicly available to view by other members of Oor Vyce. You can remove this, and any other personal data from our third-party servers by contacting Slack directly or deleting your account. You can view Slack’s privacy policy here: https://slack.com/intl/en-gb/trust/privacy/privacy-policy

We keep any audio and video recordings of Oor Vyce meetings until the recording can be transcribed into minutes of meetings by our Secretary. We will then securely destroy all recordings within one month of the meeting. You can view Zoom’s privacy policy here: https://zoom.us/privacy

We use Google Analytics and Tag Manager to help us to improve our website (www.oorvyce.scot) by collecting and reporting information on how people use it. 'Cookies’ collect information in a way that does not directly identify anyone to Oor Vyce. The information collected is stored by Google. You can find Google’s privacy policy at: https://policies.google.com/privacy?hl=en_UK

We use Organic Campaigns to make use of their iParl campaigning tool, which allows you to lobby MSPs, party political candidates, and other relevant organisations. This will collect your name, email address and post code. Your personal information will be shared with the addressees you choose to lobby. You can read more about Organic Campaign’s privacy policy here: http://www.organiccampaigns.com/about/privacy-policy/

We use 'Cookie Script' software to allow users to control the information that cookies collected when using our website (www.oorvyce.scot). In using this tool 'Cookie Script' may access user’s server log information and other online identifiers but this information does not personally identify anyone to 'Cookie Script' or Oor Vyce.

When making a one-off online donation, your payment details are processed by PayPal. You can read PayPal’s privacy policy here: https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

Your financial information will only be retained by PayPal. These details are not retained by Oor Vyce, although in the case of a suspected fraudulent transaction, card details may be disclosed to us for the sole purpose of performing further checks.

How to complain

In the first instance complaints should be addressed to enquiries@oorvyce.scot. If you are unhappy in how we have responded you can also contact the ICO (Information Commissioner’s Office).

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

https://ico.org.uk/