Privacy Notice

We are committed to protecting your personal information and being transparent about what we do with it, no matter how you interact with us. That’s whether you want to work for us, use our services, want information, training or want to learn more about what we do.

We won’t do anything with your information you wouldn’t reasonably expect.

Processing of your personal information is carried out by or on behalf of The Kirkhouse Trust SCIO, registered as a charity in Scotland (SC047432). The registered address for the charity is: C/o Morton Fraser LLP, Quartermile Two, 2 Lister Square, Edinburgh, EH3 9GL.

This notice, together with our website terms and conditions and our cookies policy tells you about how we collect, use and protect your personal information.
If you have any queries about our Privacy Notice, please get in touch with our Information Governance team:

E-mail info@kirkhousetrust.org
Phone +44 (0)1993 220 080
Correspondence Address Unit 6, Fenlock Court, Blenheim Office Park, Long Hanborough, Witney, Oxfordshire, OX29 8LN, United Kingdom

How and when we collect information about you
When you directly give us information:
We may collect and store information about you when you interact with us. For example, this could be when you:

  • submit an enquiry
  • register for or use our services (i.e. our newsletter and / or website updates)
  • participate in training courses / conferences
  • give us feedback
  • make a complaint
  • apply for a job
  • enter into a contract with us
When you indirectly give us information:
We may obtain information about your visit to our site, for example the pages you visit and how you navigate the site, by using cookies. Please visit our cookies policy for information on this.

What information we might collect:
When you engage with us via our website, we may collect information about you (referred to in this Privacy Notice as 'personal information'). This may include your name, address, email address, telephone number, date of birth, job title and details of your education and career, why you are interested in the Kirkhouse Trust SCIO, and other information relating to you personally which you may choose to provide to us.

Data protection law recognises that certain types of personal information are more sensitive. This is known as 'sensitive' or 'special category' personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data.

If you're 16 or under:
If you're aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us.

How and why we use your information:
We will use your information for the following purposes:

  • Responding to an enquiry: If you contact us with a query, we may use your personal information to provide you with a response.
  • Monitoring and Evaluating: We may use your information in order to improve current and future delivery of our services.
  • Processing an application: We may process your information if you send or fill in an application form or send us your CV or details in respect of an opportunity to work with us in order to evaluate your suitability and respond to you.
  • Administration: We may use your personal information to record and deal with a complaint, record a request not to receive further website updates, and for other essential internal record keeping purposes.
  • Legal, regulatory and tax compliance: Where required we are subject to a legal obligation, we may process your personal information to fulfill that obligation.
Who do we share your information with?
We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not be contacted by any other companies, charities or other organisations as a result of giving your details to us.
We will only share your data for the following purposes:

  • Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services or projects. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
  • Where legally required: We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime.
We always aim to ensure that personal information is only used by those third parties for lawful purposes in accordance with this Privacy Notice.

How we protect your information:
We use technical and corporate organisational safeguards to ensure that your personal information is secure. We limit access to information on a need-to-know basis and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.
However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.

How long will we keep your information?
We will keep your personal information in respect of financial transactions for as long as the law requires us to for tax or accounting purposes (which may be up to six years after a particular transaction).
If you request that we stop processing your personal information for the purpose of notifying you of website updates and / or new newsletter releases, you can unsubscribe by visiting the "unsubscribe" section of our website. This will instantly remove you from our database and you’ll no longer receive notification e-mails from us.
In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.

International transfers of information:
We may, on occasion decide to use the services of an individual or organisation outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. You should be aware that, in general, legal protection for personal information in countries outside the EEA may not be equivalent to the level of protection provided in the EEA.
However we take steps to put in place suitable safeguards to protect your personal information when processed by an individual or organisation outside of the EEA.

Your rights to your personal information:
Data protection legislation gives you the right to request access to personal information about you which is processed by the Kirkhouse Trust SCIO and to have any inaccuracies corrected.

E-mail info@kirkhousetrust.org
Phone +44 (0)1993 220 080
Correspondence Address Unit 6, Fenlock Court, Blenheim Office Park, Long Hanborough, Witney, Oxfordshire, OX29 8LN, United Kingdom

You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.
If you wish to exercise these rights, please contact us via the contact form on our website, or e-mail us at info@kirkhousetrust.org and we will remove your personal data from all of our systems.

How to make a complaint or raise a concern:
If you would like more information, or have any questions about this policy, to make a formal complaint about our approach to data protection or raise privacy concerns please contact us.
If you are not happy with the response you receive, then you can raise your concern with the relevant statutory body:

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

Alternatively you can visit their website.

Changes to our Privacy Notice:
Our Privacy Notice may change from time to time, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.
(Last updated: 3rd April 2018)