Privacy Policy

Who we are

We are a Christian organisation operating under the title World Day of Prayer (Scottish Committee) with a Scottish Charity Number SC 020446 depicting our charitable status under the jurisdiction of the Office of the Scottish Charity Regulator (OSCR).

What personal data we collect and why we collect it

The data which the Scottish Committee of the World Day of Prayer collects is used to effectively carry out our charitable activities. The data we currently hold is that which you have provided to us for the processing of your data as a legitimate interest in delivering our organizational objectives.
There are limited circumstances where we might share your personal data with a third party. This will only ever occur when we need to share your data with a supplier with whom we have contracted in order to deliver our best services, such as printing of Order of Service, Youth leaflets and any other information that the Scottish Committee for the World Day of Prayer needs to distribute throughout Scotland.
We will keep all personal data safe and secure when we work with the necessary third parties. Your continued support will be subject to our Data Protection Policy which sets out what data we collect, how we use it and what the legal basis for this is.
If you have concerns about our use of your data please contact us to discuss and if necessary for us to remove any offending Data from our registers.
Contact: Mrs Suzanne Foster; Delnapot; Ballindalloch; Moray AB37 9BQ
(email: Suzannefoster47@gmail.com)

Our website address is: http://www.wdpscotland.org.uk.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. The purpose for collecting this data is to enable us to contact you to advise to you a response to the query set out in the form.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

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World Day of Prayer (Scottish Committeee)

Data Protection Policy

Last updated

28th July 2022

Definitions

Charity	means World Day of Prayer (Scottish Committee) a registered charity.
GDPR	means the General Data Protection Regulation.
Responsible Person	means Suzanne Foster Delnapot, Blacksboat, Ballindalloch, Moray. AB379BQ
Register of Systems	means a register of all systems or contexts in which personal data is processed by the Charity.

1. Data protection principles

The Charity is committed to processing data in accordance with its responsibilities under the GDPR. 

Article 5 of the GDPR requires that personal data shall be:

1. processed lawfully, fairly and in a transparent manner in relation to individuals;
2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions

1. This policy applies to all personal data processed by the Charity. 
2. The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy. 
3. This policy shall be reviewed at least annually. 
4. The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data. 

3. Lawful, fair and transparent processing 

1. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems. 
2. The Register of Systems shall be reviewed at least annually. 
3. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner. 

4. Lawful purposes

1. L All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information). 
2. The Charity shall note the appropriate lawful basis in the Register of Systems.
3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in  consent shall be kept with the personal data. 
4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems. 

5. Data minimisation

1. The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. 
2. Only data relevant to  communication shall be retained.

6. Accuracy

1. The Charity shall take reasonable steps to ensure personal data is accurate. 
2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.  

7. Archiving / removal

1. To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually. 
2. The archiving policy shall consider what data should/must be retained, for how long, and why. 

8. Security

1. The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.  
2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information. 
3. When personal data is deleted this should be done safely such that the data is irrecoverable. 
4. Appropriate back-up and disaster recovery solutions shall be in place. 

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website). 

END OF POLICY

Data Protection

Compliance Schedule

1. RESPONSIBLE PERSON

The responsible person for the management of the Data Protection Policy shall be elected at the AGM of the charity each year and any changes to their details submitted to the Information Commissioner’s Office (ICO). For 2018 – 2019 the person appointed is:-

2. WORLD DAY OF PRAYER PRIVACY INFORMATION

The Charity will produce a Privacy Document to advise those persons whose data is held by the Charity of the purpose of holding the Data and their rights to have it removed.

Privacy Policy of the World Day of Prayer Scottish Committee

The data which the Scottish Committee World Day of Prayer collects is used to effectively carry out our charitable activities.  The data we currently hold is that which you have provided to us for the processing of your data as a legitimate interest in delivering our organizational objectives.

There are limited circumstances where we might share your personal data with a third party.  This will only ever occur when we need to share your data with a supplier with whom we have contracted in order to deliver our best services, such as printing of Order of Service, Youth leaflets and any other information that the Scottish Committee for the World Day of Prayer needs to distribute throughout Scotland.

We will keep all personal data safe and secure when we work with the necessary third parties.

Your continued support will be subject to our Data Protection Policy which sets out what data we collect, how we use it, what the legal basis for this is.

If you have concerns about our use of your data please contact us to discuss and if necessary for us to remove any offending Data from our registers.

Contact: Mrs Suzanne Foster; Delnapot; Ballindalloch; Moray AB37 9BQ

(email: Suzannefoster47@gmail.com)

3. LAWFUL BASIS FOR PROCESSING

To enable its function, the Charity is made up of volunteers who are willing to promote and use their time to give and receive information and products to facilitate the International Prayer Meeting held each year at various venues throughout Scotland. The Volunteers and committee members offer their contact details to enable the functions to be processed. The Lawful Basis for Processing is therefore primarily Legitimate Interest with a small element of Contract for procurement purposes and Legal Obligation associated with HMRC and OSCR.

4. Documentation

i)             The Data of individuals and suppliers are held on a computer using Microsoft software and is held by the Secretary of the Charity on domestic premises. Subsets of this information can be given to Committee Members for the execution of their roles in the organisation.

ii)            Data Register    

Function	Purpose	Individual Groups	Type of Data	Recipients	Lawful Basis	Retention
Finance	Donations	Public	Contact details	HMRC	Legal Obligation	7 years
Finance	Donations	Organisers	Contact details	Internal	Legitimate Interest	1 year
Finance	Expenses	Committee	Contact Details	Internal	Legitimate Interest	1 year
Distribution	Distribution	Organisers	Contact details	Internal	Legitimate Interest	1 year
Distribution	Printing	Organisers	Contact details	Printer	Contract	1 year
Administration	Trustees	Committee	Identification	OSCR	Legal Obligation	1 year
Administration	Organisation	Committee	Contact details	Internal	Legitimate Interest	1 year

5. Security

The computer system is password protected and the data is backed up on a separate hard drive.

6. Individual Rights

The GDPR provides the following rights for individuals

1. The right to be informed
2. The right of Access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to Object
8. Rights in relation to automated decision making and profiling

These rights with respect to the World Day of Prayer are advised in the Privacy Information and is issued to all sources of data.