Privacy Policy

Who We Are

Woolfords, Auchengray and Tarbrax Improvement Foundation (WATIF) is a Scottish Charitable Incorporated Organisation (SC043606).

We are the data controller for the personal data we collect.

What Information We Collect

We may collect and process the following personal data:

• Name

• Address

• Email address

• Telephone number

• Information you provide when accessing our services or activities

• Membership or stakeholder information

• Emergency contact details (where relevant)

• Health or support needs (only where necessary)

• Equal opportunities monitoring data (anonymised where possible)

We only collect information that is necessary for the purpose it is being used.

How We Collect Your Data

We collect data when you:

• Contact us or make an enquiry

• Sign up for a service, activity or project

• Become a member or stakeholder

• Apply for support or funding

• Take part in consultations, surveys or events

• Sign up to receive communications

How We Use Your Information

We use your personal data to:

• Deliver our services and activities

• Manage membership and stakeholder relationships

• Respond to enquiries and provide support

• Administer funding applications

• Understand community needs and improve our work

• Communicate updates, events and opportunities

• Meet legal and regulatory obligations

Lawful Basis for Processing

We process your personal data under one or more of the following:

Consent - for communications, photos, or optional information

Contract - where you are accessing a service or support

Legal obligation - for charity law, safeguarding, or reporting requirements

Legitimate interests - to run and improve our services

You can withdraw consent at any time where it is relied upon.

Sharing Your Information

We only share your data where necessary and appropriate, including:

• With funders where required for applications or reporting

• With partner organisations delivering services

• With professional advisers (e.g. finance, IT providers)

• Where required by law (e.g. HMRC, regulators)

We ensure that any third parties handle your data securely and in line with UK data protection law.

International Transfers

Some of our service providers (e.g. email or survey platforms) may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place.

How We Store and Protect Your Data

• Data is stored securely using approved systems (e.g. cloud-based platforms)

• Access is restricted to authorised staff and trustees

• We use appropriate technical and organisational security measures

• Paper records are securely stored or destroyed when no longer needed

How Long We Keep Your Data

We only keep personal data for as long as necessary. Typical retention periods include:

• Membership data – duration of membership

• Service user data – duration of involvement plus a short period after

• Funding and financial records – up to 6 years

• Contact/enquiry data – up to 2 years

Some records may be kept longer where required by law (e.g. safeguarding or health and safety).

Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of your data (where applicable)

• Restrict or object to processing

• Withdraw consent at any time

• Lodge a complaint with the Information Commissioner's Office

Making a Request

To exercise your rights, contact us at:

contact@watif.scot

CCTV

WATIF operates CCTV video and audio recording at its premises for safety and security purposes. Please see our CCTV Privacy Addendum for further details.

Changes to This Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.