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1. Purpose

This policy sets out the way in which Ecas uses, stores and discloses personal information that applicants, employees, volunteers, members, donors, grant recipients, sponsors, referral agencies and suppliers may provide us with. It is written with the intention that all data held by Ecas wherever used is dealt with confidentially and sensitively in line with data protection laws and General Data Protection Regulations (GDPR).

2. Scope

This policy applies to all Ecas staff, volunteers and authorised third parties who have access to personal data (including written information and that held on portable devices and removable media).

3. Definitions

Personal information includes any information that identifies an individual personally, such as name, address, email address or telephone number.

4. How We Collect Information

Ecas receives and stores personal information provided by applicants, employees, members, donors, grant recipients, sponsors, referral agencies and suppliers in writing, via email, telephone or through our website when applying, enquiring or submitting applications to access our services, when seeking employment or volunteering opportunities or when donating money to Ecas.

5. How We Use Information

We may use the information we collect from you in any of the following ways:

  • We principally collect personal information so that we can provide you with the services or information you have requested or to fulfil individual employment contracts with our employees or agreements with volunteers and to further our charitable aims, including for fundraising purposes.
  • We may also use personal information such as your address, email address and telephone number to communicate with you, for example to provide information relating to our work or new developments which we consider to be of interest to you.
  • We may also use your personal information for internal administration, health and safety compliance and service reviews.

6. Disclosure of Information

Ecas may share personal information with other relevant third parties so that we can provide the services you have asked for or to process successful grant applications, or to process your donations or to carry out any other obligations arising from any contract or agreement entered into between you and Ecas.

Ecas may also disclose personal information to other employees and/or volunteers including members of the Board of Directors.

Ecas does not permit these third parties to use such information for any other purpose than to perform the services they have been instructed to provide by Ecas.

Ecas may also need to disclose your information if required by law to do so.

7. Your Consent

By providing us with your personal data, including sensitive personal data such as information on your health and your financial circumstances, you consent to the collection and use of any information you provide in accordance with the above stated purposes and this privacy statement. Where we offer you services either directly or through a third party, we shall ask you for your permission to use and/or share your information before proceeding.

Ecas does not transfer your information to countries or jurisdictions which do not provide the same level of data protection as the UK.

8. Safe Storage, Security and Disposal of Personal Information

Ecas will use all reasonable endeavours to ensure that the personal information you provide is kept in a secure and confidential environment and when the information is no longer needed, it will be destroyed or permanently rendered anonymous, in accordance with our Data Retention Policy.

9. Controlling Your Personal Information

Ecas will only use your personal information for marketing purposes if we have your consent. If you have previously agreed to us using your personal information to keep you informed about our services but no longer wish to do so, you can contact Ecas to be removed from our mailing list.

You also have a right to request details of personal information which we hold about you. Ecas will normally provide this information free of charge. If a small fee is payable, Ecas will inform you of this along with reason for the fee. If you would like a copy of the information held on you, please write to Ecas.

If you believe that any information which we hold about you is incorrect or incomplete, please contact us as soon as possible, so that we can amend any information found to be incorrect.

Our contact details are:

Norton Park
57 Albion Road

Tel.: (0131) 475 2344


10. Our Commitment to Your Privacy

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, Ecas have put in place appropriate policies and procedures to safeguard and secure the information we collect and dispose of when no longer required.

This policy was last updated in May 2018.