This notice explains how Scotland for Marriage (S4M) collects, uses and protects the personal data of its supporters and others.
S4M is a not for profit body set up to promote and defend the status of marriage as the voluntary union for life of one man and one woman to the exclusion of all others. Scotland for Marriage Limited is the data controller and processor for the purposes of personal information shared with S4M. It is a company limited by guarantee (No SC411348), registered in Scotland with its registered office at Challenge House, Canal Street, Glasgow, G4 0AD.
How we obtain personal information
Those who have joined our mailing list have indicated support for our aims and are categorised as our supporters. They have given us their details and asked to be kept informed; either in signing our earlier petition in support of marriage, or by subsequently signing up to receive our mailings.
The information provided to us will include some or all of the following:
• name and title
• address including postcode
• email address
• country they live in (if outside the UK)
We also collect the following information:
• information about our relationship with supporters and those who contact us
• details of our donors and their donation, including amount and frequency (if giving regularly) of donation, and partial bank details (but not sufficient to effect a transaction)
• a telephone number if a supporter provides it
Some of our supporters volunteer to conduct activities for us. Our volunteers provide us with their details, including their name, title, and contact details.
We may use legal and publically available sources to obtain information. For example, a telephone number for a supporter who we have cause to contact.
How we use personal information
We use personal information to:
• administer mailings to our supporters, to keep them informed
• manage enquiries from supporters and those who contact us and keep a record of contact and correspondence
• administer donations, thank donors, and maintain our accounts and records
• manage our volunteers and provide activities for them
• improve our communications
We endeavour to keep personal information up to date. This includes monitoring returned mail to let us know if a person no longer lives at the address we hold for them. We may use public sources to check we do not send communications to the wrong place or person.
• We only send electronic mailings about our work and aims to those who have given their consent to us to do so. However, a person can change their mind and withdraw their consent at any time. Every email has a link to enable the recipient to unsubscribe if they wish to stop receiving emails.
• In all other cases the law allows us to process the personal information of supporters and others if it is in our legitimate interests to do so. We rely on our legitimate interests to maintain our mailing list and supporter details, administer our donations, keep appropriate records, and to send occasional postal mail to those who have indicated a wish to be kept informed that way. 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 notice. Our legitimate interests involve furthering our object of promoting and defending marriage as the lifelong and exclusive union of a man and a woman.
• We also rely upon our legitimate interests to telephone a supporter if a specific need arises. This may involve obtaining a telephone number from publicly available sources in the terms set out above. We will not contact anyone who subscribes to the Telephone Preference Service (TPS) unless they have consented. We never ask for donations on the phone.
We keep personal information secure with appropriate security measures in place to attempt to protect against the loss, misuse, and alteration of personal information.
We use secure server software to encrypt financial and personal information we collect online. However, the transmission of data across the internet is not completely secure. We cannot guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.
We will not share the personal information we hold with another organisation for their own purposes and we will never sell personal information for any reason whatsoever.
There are a few situations where our legitimate interests involve us using service providers we have contracted with to fulfil specific services for us. For example, administering our mailings to our supporters involves certain functions being provided by service providers who process on our behalf the name and address details on our mailing list. However, we remain in control of our supporters’ information.
We currently use MailChimp to deliver to our supporters the emails they have signed up to receive. The service also enables us to gather statistics around email opening and clicks using industry standard technologies including gifs to help us monitor and improve our mailings. For more information: (see: https://mailchimp.com/legal/cookies/). MailChimp hosts its data in the US, but it has certified its compliance with the EU-US Privacy Shield Framework.
Donations made to us through our website are processed by Global Payments.
How long we keep data
Our relationship with our supporters and donors is generally long term, so we keep their personal information for as long as we need it to maintain that relationship or keeping the information is necessary. We take into account our need to meet any legal and regulatory obligations. These reasons vary from one piece of information to another. For example, we keep information relating to donations for seven years.
When we no longer need the information, we will dispose of it securely, using specialist companies to do this work for us if necessary.
If a supporter unsubscribes from our emails they are removed from our mailing list. Relying upon legitimate interest, a list of unsubscribed email addresses may be kept to ensure that we do not send emails to those who no longer wish to receive them.
Cookies are small text files that are downloaded to a user’s device when they visit a website.
Some cookies are retained in a user’s browser for only as long as they visit our website, while others may persist for a longer specified or unspecified period.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit allaboutcookies.org
We collect the request made by a user’s browser to the server hosting this website. This includes the IP address, the date and time of connection and the page selected. Our legitimate interests in using this information are to ensure the security of our website, for system administration, and to inform improvements to the website. This information is retained for only a short period of time.
Subject Access Rights
A person has certain rights under existing data protection law including the right to request in writing a copy of the personal information we hold about them. From 25 May 2018 a person will have the following rights unless an exemption applies:
Right to access
The right to access the personal information that we hold about them. We shall respond promptly, and certainly within one month from the point of receiving a subject access request and all necessary information.
Right to correct
The right to obtain from us, without undue delay, the rectification of inaccurate or incomplete personal information we hold concerning them.
Right to erase
The right to ask us to erase their personal information without undue delay.
Right to restriction of processing
In certain circumstances, the right to restrict us from processing their personal information.
Right to object
The right to object to our use of their personal information including where we use it on the basis of our legitimate interests. We shall no longer process a person’s personal information unless we can demonstrate compelling legitimate grounds for the processing.
Accuracy of information
We take steps to keep our information about our supporters and others is accurate. Our supporters can help us by informing us of any changes to their details when they occur.
To make enquiries in relation to this privacy notice, exercise any of the above rights, or to make a complaint about our use of your personal information, please contact us at firstname.lastname@example.org or contact Scotland for Marriage, Challenge House, Canal Street, Glasgow, G4 0AD.
If you are not satisfied with the way we deal with your complaint, you have the right to refer it to the Information Commissioner’s Office. You are also entitled to make a complaint to the Information Commissioner’s Office without first referring it to us.
We keep this privacy and cookies notice under review. It was last updated on 15 May 2018.