Data Protection Policy
The Highland Mindfulness Group is a Scottish Charitable Incorporated Organisation (No. SC050141).
We understand that people care about the use and storage of their personal information and data. This document sets out our policy on how we collect, use and protect your personal information in accordance with the General Data Protection Regulations (“GDPR”) and UK Data Protection Act 2018. Please be assured that your personal data will be treated as strictly confidential.
We are registered with the Information Commissioner’s Office (ICO). Registration number ZB331608.
Please send any enquiry regarding the collection, processing, storage or amendment of your information to the Secretary / Data Protection Officer (Daniel Mackenzie-Winters) at highlandmindfulness@gmail.com
Contents of this policy:
- How we collect data
- Information we collect
- How we use your personal information
- How we store your data
- Data Retention and Disclosure
- Our Web Site
- International Data Transfers
- Your Rights
- Changes to Our Privacy Policy
How we collect data
The data we collect is provided to us by you. It is collected when:
- you provide information to us in an email
- you provide information to us by telephone
- you provide information via social media (Facebook, Twitter)
- you provide information in person.
The information we collect
We collect this information when:
- you request information about The Highland Mindfulness Group
- you ask to join our mailing list
- you book one of our courses or retreats
- you become a trustee or member of the SCIO
- you participate in the Facilitators’ Support Group.
This personal information may include the following:
- your name, address, email address, telephone number
- any relevant information relating to the booking of courses and retreats (such as access requirements, allergies or other dietary requirements, and bank account details in cases where we need to issue you with a refund)
- information relating to your status as a charity trustee or member of the SCIO
- information relating to your mindfulness facilitator status
How we use your personal information
The personal information provided to us will only be used in connection with the services we are providing to you. We will only use your personal data when legally permitted to do so under the following lawful basis.
We may use your personal information to:
A. Administer our mailing list to keep you up-to-date with our activities.
B. Respond to your questions or comments via email, telephone, Facebook or in person, and provide information that may be useful to you.
C. Refund payments for retreats or other events if they are cancelled.
D. Request information from you in order to claim Gift Aid on donations.
E. Maintain our Register of Trustees and Register of Members as required by OSCR.
F. Keep facilitator details as part of the HMG Facilitators’ Support Group.
To use your personal data for these purposes, we use the lawful basis of consent because you have requested that we add you to our mailing list, or asked us for information, or booked an event, or given us a donation, or joined our charity or joined the facilitators’ support group. You may withdraw your consent at any time by emailing the Secretary at highlandmindfulness@gmail.com.
We will not share your personal information with any other organisation unless it is specifically required for a retreat booking or event where we are using a third-party venue.
In some cases, we may also need to comply with a legal or regulatory obligation to share your information (accounting, taxation, charity requirements).
How we store your data
We take all reasonable technical and organisational precautions to store your information in a secure manner and prevent its loss or misuse.
Data Retention and Disclosure
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or charity reporting requirements. We may have to share your personal data with our accountant, and if necessary with HM Revenue & Customs.
Our Web Site
Our website has a SSL certificate to ensure it is secure.
Our web pages contain WordPress cookies. Cookies are small text files which are placed on your computer or mobile device when you visit a web site. We do not use cookies to gather personal data such as names or email addresses. Cookies are used by nearly all websites and do not harm your system.
Wordpress is able to compile statistical reports on our web site activity, such as what countries our visitors are browsing from, and which pages are the most popular. The data gathered is anonymous and cannot be used to identify individual users.
You can set your Internet browser to block cookies.
See www.aboutcookies.org for more information
or visit the official ICO site: https://ico.org.uk/for-the-public/online/cookies/
International Data Transfers
As we use Google for our emails (Gmail) and our mailing list (Google Groups), it may be the case that Google stores your information on servers which are outwith the United Kingdom.
Your Rights
In accordance with the law under the General Data Protection Regulations and the UK Data Protection Act 2018, you may request that we provide you with a copy of the personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity. You also have the right to request that we delete and destroy your personal data. You can view full details about all of your rights by visiting the website for the UK’s Information Commissioner’s Office (ICO) https://ico.org.uk/your-data-matters/
Where we are using your personal data on the basis of your consent, you are entitled to withdraw that consent at any time subject to applicable law.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO) which is the UK regulatory authority for data protection issues (https://ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up-to-date. Please let us know if at any time your personal information changes.
If any breach of personal data occurs, we are obliged to notify the ICO within 72 hours of becoming aware of the breach.
Changes to Our Privacy Policy
Any changes we make to our privacy policy in the future will be posted on this page. This document will reviewed every 12 months.
Page last updated: 24 June 2022
Highland Mindfulness Group 