Your information and how we use it
This notice lets people know what to expect when we collect personal information.
We are committed to respecting the privacy, rights and freedoms of individuals and to meet our obligations under UK Data Protection related legislation and working to the highest ethical standards. If people trust us with their personal information we will do everything we reasonably can to meet our obligations to them to protect their privacy, and support their privacy rights and freedoms.
Visitors to our website
When people visit our website we use Google Analytics to collect information about the pages of our site they visit. We do this to find out what pages of our website are popular.
We do not collect any personal information using Google Analytics that will enable visitors to be identified. We do not make, and do not allow Google to make, any attempt to find out the identities of people visiting our website.
Cookies used on our website
Our website is powered by Drupal, a Content Management Platform. We provide contact forms for people to get into touch with us, ask a question or sign up for our e-newsletter and also to apply for jobs through our website. We do capture personal information in that process, which is used only for those purposes. We do not sell email addresses collected as a result of people using our contact forms.
You can update your personal information or unsubscribe from any of our services at any time.
Sending us an email
Any email, including attachments that you send us, may be monitored and used by us for reasons of security and for monitoring compliance with our policies. We may use email monitoring and blocking software. It is your responsibility as the sender of any email to make sure that any email you send us is within the limits of the law.
We use CCTV at our premises for the purposes of health and safety and preventing and detecting crime. You can request any copies or footage of yourself by making a subject access request. We retain this information only for the minimum period necessary and will dispose of it in accordance with our record retention schedule.
We have registered with the Information Commissioners' Office. We have provided the information required about what we do, the type of information we process (personal and sensitive personal), who is covered, who it may be shared with and our compliance with the requirements of the Data Protection Act 1998. This information is publicly available from the Information Commissioners' Office website.
People who use our services
Our website provides an overview of the range of services we provide. This includes Criminal Justice, Youth Justice, Mediation and many other services. In order to provide these services, we need to collect and use personal information, and in some cases personal sensitive information, of people who need and require these services.
When a person is considering using one of the services, we will provide them with information about the service, the type of information we need to collect and use, that we will keep it to the minimum necessary, why we need it, what we will do with it, how it will be secured, disclosed and securely disposed of when it is no longer needed.
We collect such information because it is necessary in order to provide these services and with the individuals consent, and where necessary for sensitive information, explicit consent of the users of our service. We will use the information only in relation to the service or services that we collect that information for, and for other closely related purposes.
Job applicants, current and former employees, volunteers and contractors
When people apply to work with us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we decide to take up a reference or obtain a "disclosure" from Disclosure Scotland, we will not do so without letting the person know before we take that action, unless the disclosure is required by law.
We will hold information about unsuccessful applicants for a period specified in our records retention schedule. It will then be destroyed or deleted. We may retain anonymous statistical information about applicants to help inform our recruitment processes.
On appointment, a file relating to their employment with us will be created, kept secure and used only for purposes directly relevant to their employment. On leaving our organisation, the file will be retained for a period specified in our records retention schedule. It will then be destroyed or deleted.
Security of personal information
We take our responsibilities seriously and have put in place technical and organisational measures to protect personal information, and work with third parties that process our data only on our instructions, to do so.
Access to personal information
Individuals can find out if we hold any personal information about them by making a "subject access request" under the Data Protection Act, 1998 by writing to us at the address at the bottom of this page. If you agree, we will try and deal with your request informally, for example providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes.
Disclosure of personal information
In many cases we will not disclose personal information without consent. In relation to service users, we will discuss with them why their personal and personal sensitive information may need to be shared with others on a case by case basis, in relation to the services that they may need to use and to help them achieve positive outcomes.
We will do this at the beginning of our contact with the individual and their consent will be recorded in our consent forms and retained in our records about their use of our services for a period specified in our records retention schedule. It, along with any other record relating to the individuals use of our services, will then be destroyed or deleted.
We may also disclose personal information in accordance with agreements we have with other organisations for sharing information, in circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics.
Making a complaint to us about what we do
We provide leaflets on our website for you to use if you wish, to help you make a complaint, although you can also do this in person, or writing to us if you prefer. We will make a record of your complaint to help us respond to your concerns. We will only use this information in relation to the complaint you make.
This will involve you providing personal information about yourself and probably others (third parties). We may have to disclose your identity to the person that the complaint is about. If you do not want your identity to be disclosed, it may not be possible to handle your complaint on an anonymous basis. We will keep personal information in a complaint file for the period set out in our records retention schedule, it will be kept secure and access restricted to only those that have a "need to know".
Making a complaint to us about our use of personal information
We take privacy very seriously and try to balance providing services with the cost of providing technical and organisational security measures. If you think our collection of information is unfair, misleading or inappropriate, we would welcome hearing from you, so that we can consider how to improve our procedures.
Links to other websites
This privacy notice does not cover the links to other websites you may find on our website and you should read the privacy notice on any other website you visit.
Changes to this privacy notice
We keep our notice under regular review. It was last reviewed in August 2016.
Privacy notice limitations
We have tried to keep this as short and to the point as possible. It cannot cover all of the detail of our collection and use of personal information. However, we are happy to provide further information or explanation where we can. Any requests should be sent to the address below.
How to contact us
If you want information relating to anything covered in this privacy notice, please email or write us at the address provided below.
29 Albany Street
Edinburgh EH1 3QN