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Privacy and Cookies

Privacy and Cookies Policy

Privacy Policy

This is the privacy statement of Children’s University Scotland (also known as CU Trust Scotland. Charity No. SC043974). This privacy statement explains how we collect and use personal information about you.  

This privacy policy was prepared to be as concise as possible so that you understand how your personal information will be stored and used. We regularly review our privacy statement and will place any updates on this website - this privacy statement was last updated on 6th April 2018.

You can obtain paper copies of the privacy statement or ask for any additional information by emailing contactus@childrensuniversity.scot or phoning 0131 281 9654

We seek to resolve directly all complaints about how we handle personal information, but you also have the right to lodge a complaint with the Information Commission Office by phoning 0303 123 1113 or visit their website.

How we use your personal information

In general terms, we collect and use personal information to:

  • provide our programmes, products or information you have requested
  • verify your identity where this is required
  • contact you by post, email or telephone about our activities or products that you have agreed to receive
  • understand your needs and how they may be met, including research and surveys
  • maintain our records, including gathering feedback or complaints
  • process donations or payments we have received from you
  • prevent and detect crime, fraud or corruption as required by law or regulation
  • further our charitable aims, including for fundraising activities
  • process your application for a job or volunteer role with us
  • monitor website use and personalise the way information is presented to you
  • help improve our work, services, activities, products or information (including our website) to make it as user friendly as possible

 

Further details can be found in the specific sections below.

Becoming a member of our programme – children and young people

We are committed to protecting the safety and privacy of the children and young people that engage with our programmes and products. 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 information and how it will be used.

When a child or young person becomes a member of Children’s University Scotland we collect personal information to set up the child’s membership and provide access to our programme, including use of our website applications. The personal information we collect includes the child’s name, gender, home postcode, school and year group. We will collect this information with the consent of the child’s parental or legal guardian. If the child is 13 years old and over, we may seek consent from the young person directly.

We are unable to set up a child’s membership and provide access to our programme without securing consent to do so. Personal information is collected using our Child Membership form and is processed by the child’s school on our behalf.

Personal information is also shared with third parties (such as universities and education departments) to manage and coordinate our programme across a geographical area. Personal information is shared via our administration portal on our secure website www.cus-aspire.com and is only used for the purposes of coordinating our programme, including tracking children’s progress and organising celebration events.

Partnering with us to deliver our programme

We work with a range of partners to deliver our programme to children. These include schools, universities, colleges, local authorities, and other learning providers. We collect personal information about the staff and volunteers that help to coordinate our programme and support children to engage in learning during out-of-school hours.

We use information that you have provided to us, including your name and contact details, to offer you access to training and support in furthering the aims of our programme. We would be unable to deliver our programme, or offer our products, without processing this information about you as set out in the service agreement that will have been completed with you and your organisation.

We may share your information with partner agencies that are involved in supporting the delivery of our programmes to enhance collaborative working and provide a better experience for child members. We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes.

We will store your personal information for the entire period that you and your organisation are partnered with us and may retain your details in accordance with legal requirements and as per our retention schedule to help ensure that we do not continue to contact you.

Joining our network as a learning destination

We search for and validate a wide range of learning activities to offer children and young people opportunities to engage in extra-curricular learning. We have strict validation criteria which we use to assess whether learning providers and activities can be included within our programme.

We gather personal information about the person acting as our main point of contact for the learning provider, including their name and the organisation’s contact details, as well as collecting information about the activities they offer, including the activity type, location, age suitability and cost.

We only process information provided to us via our Learning Destination Validation form, which is available as a printable document or can be completed online. We use this information to enhance children’s opportunities for learning outside of the classroom and further the aims of our charity. We cannot deliver our programme without gathering and sharing this information with child members and participating providers.

We will store your personal information for the entire period that you and your organisation remain part of our learning network and may retain your details in accordance with legal requirements and to help ensure that we do not continue to contact you.

Becoming a donor or fundraiser

If you support us, for example by donating, registering to fundraise or by signing up to an event, we will usually collect your name and contact details.

Where it is appropriate, we may ask for some other information such as date of birth, your motivation or personal experience in supporting us. We will use the information you provide to give you the services, products or information requested by you, to administer your donation including processing gift aid, to support your fundraising or manage your marketing preferences.

Where you give us your consent, we will inform you about the work we do and update you with our latest fundraising activities that we carry out to help children and families. You decide how you want us to contact you, whether by post, email, phone or text message.

We may also send you service communications, for example confirming a direct debit instruction when you have donated to us.

This personal information will be held and processed to enable us to contact you about future volunteering opportunities. We will only hold the personal information we need relevant to the nature of your volunteering; when this information is no longer needed, we will delete it in accordance with our retention policy.

Making online donations and payments

To make an online donation or payment by direct debit or payment card, you will be directed to a payment gateway. Payment gateways use security features and encryption to ensure your data remains safe.

We offer the use of Virgin Money Giving to donate to us or to set up a fundraising event, and work through Eventbrite to manage all our events' registrations and payments. Further information about the collection and use of your data will be provided on the relevant payment gateway for you.

We do not process or store your credit or debit card details. If we receive an email containing any credit or debit card details, it will be immediately deleted, no payment will be taken, and you will be notified about this.

All donations should be completed through Virgin Money Giving or by calling the Children’s University Scotland main office on 0131 281 9654.

Applying for a volunteer role or paid post

If you apply for a volunteer or salaried post at Children’s University Scotland, we will only use the information you give us to process your application and to monitor recruitment statistics.

We will share your personal information with people and/or organisations that you have asked us to contact for the purposes of obtaining a reference. We may also undertake a vetting and barring check through Disclosure Scotland in accordance with our safeguarding policy and legislation.

If you are unsuccessful in your application, we may hold your personal information for a period of six months after we have finished recruiting for the post or volunteer role for which you applied. We keep statistical information about applicants to develop our recruitment processes, however no individual applicant would be identifiable from this information.

If you become a volunteer or paid member of staff, your data will be processed in accordance with your employment contract and other applicable policies.

Visiting our websites

When someone visits www.childrensuniversity.scot or www.cus-aspire.com 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 information such as the number of visitors to the various parts of our sites.

We do not allow Google Analytics to make any attempt to find out the identities of those visiting our website. If we do want to collect personal information through our website, we will make this clear and explain what we will do with it.

We use cookies to help us make our website better. Cookies mean that our website will remember you from visit to visit. A cookie is simply a small text file. It is not a program and does not actively do anything on your computer. You can read more about the cookies we use and how to manage them on our cookies page.  

We ensure your data is kept secure by using up-to-date security features and procedures, and we respect the privacy of all visitors to our website.

If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our forums or social media pages, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.

Our websites (including social media platforms) may also include links to other websites not owned, associated or managed by Children’s University Scotland. While we try our best to only link to reputable websites, we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them.

For this reason, you should consult the privacy policy on any external website you link to before you submit any personal information to those websites.

Subscribing to our newsletter or marketing material

We may contact you for marketing purposes by email or text message if you have agreed to be contacted in this manner. By signing up to our newsletter, or by opting in to email communication, you grant us the right to use your email for marketing purposes. We use MailChimp to send you our marketing material and newsletter.

If you have provided us with your postal address or telephone number, we may send you direct mail or telephone you about our work if you have consented for us to do so. 

It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you want us to use your personal information in these ways, please tick the relevant box situated on the form on which we collect your data. 

You may opt-out of our marketing emails at any time by clicking the ‘unsubscribe’ link at the end of our marketing emails or newsletter.

You can also change any of your contact preferences at any time by letting us know what types of information you wish to receive. When you contact us, we will quickly recap the types of communications that we send out and tailor your record according to your preference.

We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we may retain your details in accordance with legal requirements and to help ensure that we do not continue to contact you.

Participating in an online survey

From time to time we may run online surveys, to collect feedback about a range of topics related to our work. Our online surveys are powered by SurveyMonkey software.

Your rights

We will never sell, swap or rent your data to any third party. We will not share your details with other charities for marketing purposes. We will only share information with other organisations where we have your permission to do so in accordance with this privacy policy, where it is necessary for a legitimate reason connected with the services we offer or where it is required by law or regulation.

We use service providers (such as fundraising agencies, payment processors, and software platform providers) to help us provide you with our services. Where we use third parties, we require them to adhere to data protection controls to protect personal information. We give relevant persons working for some of these service providers access to your personal information, but only to the extent necessary for them to perform their services for us.

Further details about your rights can be found in the specific sections below.

Accessing your information

We keep records for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

You have the right to request a copy of the personal information about you that we hold.

Correcting your information

We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deleting your information

You have the right to ask us to delete personal information about you if:

  • You consider that we no longer require the information for the purposes for which it was obtained;
  • We are using that information with your consent and you have withdrawn your consent – see withdrawing consent to using your information below;
  • You have validly objected to our use of your personal information – see objecting to how we may use your information below
  • Our use of your personal information is contrary to law or our other legal obligations

Objecting to how we may use your information

 

You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue

Restricting how we may use your information

In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information, but you don't want us to delete the data. Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so

Automated processing

If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.

Withdrawing consent using your information

Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.