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Privacy policy

Privacy policy

Children’s University Scotland respects your privacy and aims to achieve best practice at all times in relation to the way we collect, store and handle information about our users, site visitors and members.

The following information explains our privacy policy, including why we keep information about you, what we do with that information and with whom we might share it. It also explains your rights in accordance with current legislation.

What is my personal information?

“Personal Information” is defined as is anything which can identify you; for example your name or your email address. If you provide us with this information, we are required by data protection laws (including the Data Protection Act (1998)) to ensure that this information is used only for the purpose for which it was provided. We must also ensure that this data is held securely and handled confidentially, and that it is not held for longer than necessary.

1. When we gather your information:

We capture personal information about you when you:

a. contact us using one of our online forms
b. ask to be added on to our mailing list/e-newsletter
c. contact us directly through our social media channels

a. Our website forms

When you use one of our forms to contact us, ask us a question or to request more information, we save the information you provide. This may include your name, email address, postcode or audience type (e.g. ‘parent’, ‘learning destination’ or ‘local authority’), depending on the form in question.
Why do we capture and use this personal information?

  • To better understand you, your requirements and your circumstances, so that we can respond to your query in the most effective way possible and so that we can improve our service to you
  • To contact you to provide relevant information about our work, services or activities in response to your initial enquiry
  • To contact you to provide you with updates and relevant information that we think might be of interest to you, if you have agreed to receive such information
  • As part of our internal record keeping, for example to manage and record any feedback or complaints, or to understand which parts of the country we are working in.

We only collect information that we deem necessary, relevant and useful in order to help us respond to your query and to build a picture of your needs and requirements. We will never ask unnecessary questions beyond what is required to provide you with the best service.

Every effort has been made to ensure a safe and secure form-to-email submission process. However, please be aware that email is not a fully secure medium, and users that provide personal details via email do so at their own risk.

When we receive emails via our website forms, the personal information you provide will only be used in ways that conform to the Data Protection Act (1998).

b. Our mailing lists and e-newsletters

We use a mailing list to send out e-newsletters which are intended to inform subscribers about Children’s University Scotland activity and the activities of our partner organisations, and to provide relevant updates and news stories that might be of interest to you. Our e-newsletters are not used for commercial purposes.

You have the option to sign up to our mailing list via this website. If you choose to do this, your personal details (name, email address and audience type) are held by our email marketing system, Mailchimp. Mailchimp have their own Privacy Policy in place, and they adhere to all necessary data protection guidelines. You can view their privacy policy here:

If you choose to subscribe to our Mailchimp list, you will have the chance to unsubscribe from this list at any time. This option will be provided on all emails sent through our email marketing system. Alternatively, you can contact us directly and we can remove you from our list.

c. For young people under 18

We are committed to protecting the safety and privacy of the young people that engage with us through our website, at our events and through our programme that we run through schools.

If you are under 18 and would like to get in touch with us about our programme, please tell us your age and ensure that you have consent from a parent or guardian before giving us your personal information. When we collect data about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this data and how it will be used.

d. How we store your information

We will endeavour to protect your personal information in every way possible and in adherence to the terms of the Data Protection Act (1998). This includes both electronic information and printed (paper) materials.

We keep records for as long as they are required in order to operate our service. When your information is no longer required, we will ensure it is securely removed from our records and/or disposed of in a secure manner.

If at any time you would like us to remove any personal data from our records, please contact us and we will endeavour to remove this information from our system as soon as possible.

e. Sharing of your information

We will never sell your personal information to any other third-party organisations.

Children’s University Scotland is a national organisation with local centres and partners. From time to time we may share personal information within the wider Children’s University Scotland network. For example, we may receive your query at our Central office and then forward your query and contact details to our Children’s University Scotland staff in the relevant part of the country. This will allow them to respond to your query from your local centre. Local staff include those directly employed by Children’s University Scotland as well as the Children’s University Scotland staff employed by our partners in your local authority, university or college. In these cases, the individuals involved are bound by the privacy policy of the organisation or institution that employs them directly, and we endeavour to ensure that their organisation meets all requirements in relation to its privacy policy.

We may also share your name and basic contact information with external organisations such as individual learning destinations with whom we work. However, we will always ask your permission before doing this.
We may comply with requests where disclosure of personal information is required or permitted by law; for example, to government bodies or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with an official request in writing.

2. When you use our website

a. Aggregate information

Aggregate Information is anonymous information that is collected automatically by the systems that we use, e.g. number of visitors to the site. This information is used to monitor use of the website. It cannot and will not be used to identify you as an individual.

b. Cookies

A cookie is a small text file that allows the website publisher to do useful things like find out whether the computer the visitor is using has visited the site before. They are used on most websites. On our site, cookies are used to remember a user’s preferences or login details (if a user allows their browser to remember) and to collect non-personal statistical information about your journey through our site, such as how long you view each page, whether you’re using a mobile or PC, and which pages you choose to visit.

We use cookies to make the experience of visiting and using our website easier and smoother for you, and because the information cookies provide helps us better understand the way our website is used.

Cookies are required in order to make certain functions of our website work. However, if you would like to opt out of cookies, then you have the option of adjusting the settings on your browser to prevent cookies being downloaded. Please be aware that this may change the way our site works for you, and the quality of the user experience may be reduced. Children’s University Scotland does not share information derived from cookies.

d. External Links

We endeavour to protect our website and associated external links within it. Our hosting service and website managers embed and maintain protection mechanisms throughout the site. Despite these efforts, we cannot guarantee or verify the contents of any externally linked website, nor guarantee the validity of their privacy policy. Users should therefore note that they click on external links at their own risk, and that this website and its owners cannot be held liable for any damages or implications caused by visiting any external links.

e. Social Media Platforms

This website contains links through to various social media platforms, including Twitter and Facebook, which have their own terms of use and privacy policies (here and here Users are advised to take due care and caution when communicating on these platforms in order to protect your personal information. Children’s University Scotland will never ask you to transmit personal information publicly via social media.

This website uses social sharing buttons which allow you to share content from the pages on this site directly to the social media platform of choice. If you choose to use our social share buttons, please be advised that you do so at your own discretion, and note that the social media platform chosen may track and save your request to share our web page through your social media platform account.

When you contact us directly via social media with an enquiry or request for more information, we handle and process this information in the same way and for the same reasons as listed above for our website forms (section 1a).

3. Changes to our privacy policy

By using our site you agree to accept this privacy policy as stated above. Children’s University Scotland reserves the right to amend this privacy statement and post amendments on this page. You should check this page occasionally to ensure you are happy with our policy in its current form.