updated 21 January 2022
We will only ever ask for what we really need to know. We will always respect your choices around the data and methods of communication you use with us. We will never sell your data.
Our Contact details
Our Future Edinburgh is a Scottish Charity registered under the number SC051287.
Our postal address is Peace & Justice c/o St John’s Church, 1A Lothian Road, EH1 1AB, Edinburgh, UK.
The type of personal information we collect
Under data protection legislation, we are a ‘controller’ of personal data you share with us. We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Communications information (including email address(es) and records of communications and interactions we have had with you.
How we collect your information
If you sign up to our mailing list:
We will record your name and email address (and if you sign up in person, your telephone number) to send you an e-newsletter and other occasional mailouts about relevant events or projects. This information is processed via MailChimp in order to maintain your subscription on our mailing list. Data is held on our MailChimp account. Mailchimp is part of Intuit; their servers are based in the USA. It is not used for any other purpose and is not shared with any external organisations.
Retention: We will keep you on this mailing list until you request an amendment or deletion. You can unsubscribe from our mailing list or update your information whenever you wish by clicking the unsubscribe link in any of our emails or by emailing email@example.com
If you join Our Future Edinburgh as a member:
We will hold a record of your name, postal address and any email address(es) or telephone numbers you register with us for administrative communication. You will also be subscribed to our mailing list (see above). We may use your postal address to connect you with events and projects in your geographical area. You can update your information and communication preferences at any time.
If you sign up for group membership, we will include details of your group or your organisation’s description and website on our online database. We may use your postcode to facilitate and support collaboration between local action groups with shared interests. Data is stored in a password-protected database, and email addresses are held on our Mailchimp account. We will only contact you for non-administrative purposes if you have permitted us to do so.’
Retention: We keep your personal data to provide you with membership services. You can amend this information at any time by contacting us. We will delete your data upon termination of membership.
If you book or attend an event:
We hold a record of people who have registered for our events for administrative communication. We also collect data for internal monitoring and to demonstrate trends to funders. If you provide information about accessibility needs, we will only process this information in order to ensure accessibility and provide for your safety.
We use Eventbrite to manage our event registrations and collect attendance fees. Eventbrite is hosted on a secure server by a third party in the USA in accordance with the EU-U.S. Privacy Shield Framework. Event payments are processed securely either via Eventbrite (if paying by card) or Paypal (if this is the selected option).
You will be subscribed to our mailing list (see above) if you request it. You can update your communication preferences at any time. We may take photos or record videos at events held in public spaces for documentation or to promote and archive our work. It is your responsibility to make it known to us if you do not wish to be in a photo or video. If the event is held in a private space, we will endeavour to ask for your consent.
Retention: We will keep your details for as long as needed for reporting purposes.
Website, cookies and browsing
Our website Our Future Edinburgh uses secure server software (SSL) with 128-bit encryption, the industry standard for secure transactions. It encrypts all of your personal information so that it cannot be read as the information travels over the internet. While on a secure page, the lock icon on web browsers becomes locked.
If you undertake paid work for us, we will need your personal data (name, address, phone number, email, bank account details) to enter into a contract and remunerate you for paid work. Correspondence is held in a password-protected folder. Bank details are stored in our online bank account with our bank to process payment transactions securely on our behalf.
Retention: Our Future Edinburgh will only retain your data for as long as necessary to fulfil the purposes it was collected for, including to satisfy any legal or reporting requirements.
Our Future Edinburgh has put in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
Our Future Edinburgh will never sell your data. The following third-party service providers process personal information about members and contacts for the following purposes:
- Mailchimp: Sending newsletters to subscribers
- Eventbrite: Handling registrations and bookings for events
You have the right to:
- Ask us to see the personal information that we hold about you
- Ask us to update the personal information you give us if you think it is not complete or not accurate
- Change your communication preferences
- Request the restriction of processing the personal information you give us
- Request that we erase your personal information.
- Object to the storage or use of your personal information.
If you are unhappy with how we have used your data, you may make a complaint at any time to the Information Commissioner’s Office (ICO)
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Data security breaches
Our Future Edinburgh will notify contacts and members and any applicable regulator of a suspected breach where legally required to do so.