Privacy Policy

LAST UPDATED: September 2021

Digital Xtra Fund’s Privacy Policy concerns the personal information the charity collects and processes in the course of its day-to-day business.

 

Who we are

Digital Xtra Fund is a Scottish Charitable Incorporated Organisation (SCIO) registered in Scotland, Registered Number SC047272 based in Oracle Campus, 7 Blackness Road, Linlithgow, EH49 7LR.

We support the delivery of extracurricular computing and digital activities to young people, aged 16 and under, across Scotland. It specifically seeks to improve participation of girls and underrepresented groups in digital, dispel negative perceptions about computing science and promote digital as an attractive career path.

(“We” Or “Us”) are committed to preserving your privacy. Please read the following privacy policy, to understand how we use and protect the personal data as defined in the General Data Protection Regulation (UK-GDPR) 2020 (“Data”) that you provide us.  By submitting your Data to us, you consent to the collection, storage, use and transfer of your information under the terms of this Privacy Policy.

 

Data That We Collect From You

Information provided, including personal information, will be processed and held by Digital Xtra Fund, a Scottish Charitable Incorporated Organisation (SCIO) Registered Number: SC047272, in compliance with the Data Protection Act (DPA) 2018 and General Data Protection Regulation (UK-GDPR) 2020.

We collect personal data when you request services, make a donation, become a partner or supporter, request grant funding from the Fund or otherwise provide us with your personal details (such as your name, e-mail address, phone number, etc); and from your usage of the Digital Xtra Fund website and any other information you may post on the Digital Xtra Fund website, e-mail, or otherwise send to us.

We only collect the personal information that is necessary to meet our business needs and to provide you with the services you have requested.

 

Use Of Your Data

To enable us to supply you with the goods, services and information which you have requested;

To analyse the information we collect so that we can administer, support and improve and develop our business and services we offer; and

To contact you in order to send you details of our goods, services, or other information which may be of interest to you.

We may contact you by post, telephone, or e-mail. If you change your mind about being contacted in the future by any of these means then please let us know.

 

Grant Applications

Applications will be made available to internal and external parties for the purposes of assessment. No personal information or data will be shared outwith the assessment process without prior consent.

Applicants retain the right to withdraw consent to the use of their data and information at any point during the application process simply by contacting us, however, this will result in the application being withdrawn from the grant awards process. We will also make every effort to remove or destroy any information that has been shared with internal or external parties for the purposes of assessment or during the delivery phase, however, it may be impossible to remove all data or information completely from the public domain. In such instances, we will work with affected parties to mitigate any negative effects.

By applying, grant applicants agree to working with Digital Xtra Fund, our Partners, and our Advisers. This agreement will not override pre-existing agreements between applicants and their sponsors, partners, or funders which require exclusivity and no individual or commercially sensitive data or photography will be shared without prior consent. Applicants can also inform the us if there are any parts of their application which would prejudice their commercial or other interests if they were made public, however, we cannot guarantee complete confidentiality due to the nature of the assessment process.

 

Subscribing

You can subscribe to our Newsletter(s) to receive further information from us including news, event details, blogs and press releases.  You can unsubscribe at any time by clicking on the ‘click here to unsubscribe’ link provided in the footer of our emails. Otherwise, you can also contact the Fund directly through email or phone us at 01506 472 200 and ask to have your contact details removed.

We use Mailchimp as our email marketing platform. By subscribing, you acknowledge that your information will be transferred to Mailchimp for processing. Learn more about Mailchimp’s privacy practices here.

 

Disclosure Of Your Data

The Data you provide to us will be treated as confidential. However, we may disclose your Data to other third parties who act for us for the purposes set out in this Privacy Policy or for purposes approved by you.

In addition, if our business enters into a joint venture with or is sold to or merged with another business entity, your Data may be disclosed to our new business partners or owners.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the Data you provide to us without your consent.

 

Use of photographs

Photographs may be requested from grant recipients for use in standard marketing which include but are not limited to online blog posts, social media and information packs. We expect that permission to use the images for promotional purposes has been requested from the subjects (or their parents/carers) at the time the photographs are taken. However, if you have a valid reason why an image should not be used, please contact us. You can also request the removal of your image at any time by contacting us, in which case we will endeavour to remove the image where possible. Instances where this might not be possible are on social media if the image has already been shared, or in marketing materials that have already been printed.

 

Children’s privacy

Some of the information provided or used by Digital Xtra Fund may be of interest to children and young people. Children under the age of 14 should request permission from a parent, guardian or teacher before making any type of online enquiry.

 

Security

We employ security measures to protect your Data from access by unauthorised persons and against unlawful processing, accidental loss, destruction or damage.

Please help us keep our records updated by informing us of any changes to your e-mail address and other contact details.

 

Cookies and Tracking

A “cookie” is a piece of software that attaches to the hard drive of your computer and remembers information about the configuration of your computer.

We use this information to track your movements through our Digital Xtra Fund website, to find out how it is being used and to assess its usefulness. Personal information about you is not collected during the tracking process.

You can disable the cookies that we attach if your browser supports this. For further information on how to do this, please refer to www.allaboutcookies.org. However, you should bear in mind that if you exercise this option, you may be unable to use some of our on-line services.

We do use tools to monitor the effectiveness of our communications, including website and email tracking. Analytical cookies allow us to record page visits and sources so that we can measure the performance of our site. We use a service called Google Analytics and more details can be found at www.google.com/intl/en/policies/privacy.

We also analyse when an e-newsletter is opened and what links contained in that email are clicked. All of this data is used in an aggregated and anonymised form to monitor, for example, opening rates (as a percentage) or the number of visitors to the website.

 

Third Party Websites

Because we want your experience of our Digital Xtra Fund website to be as informative and useful as possible, we provide a number of links to websites operated by third parties (“Third Party Websites”). Please be aware that we do not control such Third Party Websites and that such Third Party Websites may send their own cookies to users, or otherwise collect data or solicit personal information. We assume no responsibility for the information gathering practices of Third Party Websites that you are able to access through our Site, and we encourage you to review each Third Party Website’s privacy policy before disclosing any personally identifiable information.

 

Changes To Our Privacy Policy

We may amend this Privacy Policy from time to time. If we make any substantial changes we will notify you by posting a prominent notice on our Site.

 

Your Rights

You have the right to ask for a copy of the Data held by us in our records in return for which we may charge a small fee. You also have the right to require us to correct any inaccuracies in your Data by emailing us.

You have the right to request deletion of your personal information at any time. To do this please email or phone us at 01506 472 200 and ask for your personal information to be deleted.

 

What do we do if there’s a data breach?

Digital Xtra Fund and its data processors review the security of all data. If we are made aware of a breach of data, Digital Xtra Fund will inform the Information Commissioner’s Office and, if required, inform the data subject.

© 2017 Digital Xtra Fund. All rights reserved. Read our Privacy Policy here

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