Privacy

Privacy

Last updated: January 2023

At Paths for All we value your privacy. This Privacy Policy explains how Paths for All uses any personal information we collect about you

Paths for All Partnership is the registered Scottish charity number: SC025535 and is the data controller of the information we hold about you. We are registered with the Information Commissioner’s Office, registration number Z3426840

Why do we collect information about you and what information do we collect?

We collect, store and use information about you in order to deliver our services to you. We collect this information when you:

•     sign up to receive emails
•     request resources by post
•     sign up for a training course
•     participate in one of our activities – for example a Big Fit Walk or a Step Count Challenge
•     join a health walk group and provide us with a Walker Registration Form
•     apply for a grant from us
•     nominate a person, organisation or business in our Volunteer Awards or the Scottish Walking Awards 
•     view our websites or contact us by email
•     give us your details at an event or conference
•     work with us in a professional capacity, for example on projects, consultations or committees

The information is likely to include your name, address, email address, job title and organisation.

Sometimes we will collect other information about you such as your date of birth, age group, gender and information about health conditions or activity levels. Wherever we ask you to provide this additional information, we will tell you our reason for collecting it and what we intend to use it for.

We may also collect information regarding your visit to www.pathsforall.org.uk or our other project websites. This may include where you are geographically, your browser and device type, the pages you have visited. Our servers track IP addresses and referring pages to help with site maintenance and improvements. This data is viewed only as anonymous statistics to show us insights to improve our website such as, the busiest times of the day or week, pages with errors and how effective our advertising has been. This information is not used for any other purpose. However, we reserve the right to attempt to identify and track any individual who is reasonably suspected of gaining or trying to gain unauthorised access to our computer systems or websites.

How will we use the information about you?

We collect information about you in order to process your requests such as sending you our newsletters, managing your enquiry or your purchase of a product or service and managing your participation in one of our activities.

We process personal information for legitimate interests and business purposes, which include the following:

• To identify or prevent fraud
• To fulfil a legal obligation
• To provide communications, including email communications, which we think will be of legitimate interest to you

We may process personal data when we need to do this to fulfil a condition of our grant funding (for example, if you have applied for a grant from us or if we are evaluating the impact of the work our grant funding has supported), where you are a trustee, an employee or a contractor (to manage the relationship) or where we are required to do this by law or other regulations.

When we process your data, we will keep your Personal Data rights in high regard and will take account of these rights. You have the right to object to our processing of your personal data and to be removed from our system. Whenever we communicate with you, we will provide you with the opportunity to unsubscribe so that you receive no further communication from us.

If you do not wish to continue to receive emails from us, click on the ‘Unsubscribe’ link in any email communications or contact dp@pathsforall.org.uk or write to us at the contact address at the end of this document.

If you wish to delete your Step Count Challenge account, you can do so by emailing dp@pathsforall.org.uk or write to us at the contact address at the end of this document.

Please bear in mind that if you do not allow us to process your information then we will not be able to carry out the tasks above for your benefit.

How is your information stored?

We hold your information on our secure servers. Data is stored and processed by a range of software packages and data services in accordance with this Privacy Policy and our Data Protection Policy and under contract with Paths for All. Providers of our data services cannot use your data for any purpose other than that set out in their contract with Paths for All. They cannot contact you or sell your data to others.

We take reasonable steps to protect the personal data collected against loss, misuse, unauthorised use, access, inadvertent disclosure, alteration and destruction. However, no network, server, database, internet or email transmission is ever fully secure or error free so you should take care in deciding what information you send to us when disclosing personal information.

For how long will we keep your information?

We will retain your information in accordance with our Document and Data Retention Policy which is updated periodically. This can be provided to you on request.

Who do we share your information with?

Unless we are required to do so by law, we do not share your personal data with any third parties other than for the purposes stated below or to allow us to fulfil your requests. We never share your information for marketing purposes with other organisations or companies. We may share your information with partners in order to allow us to fulfil your requests. For example, we may need to share your information with an events company if you are due to attend one of our events and we are using an events company to manage that event. If you join a health walk group and provide us with a Walker Registration Form, we may share your details with the group you have joined in order to enable them to administer the group. In the course of operating some of our services, four example our Step Count Challenge, your data may be stored temporarily with third party contractors - for example database hosting companies and e-mail distribution services or online payment services. Where we share your information in these sort of circumstances, Paths for All has data management agreements with these contractors to ensure that your data is as secure with them as it is with us. These contractors will not have the right to use your details for any purpose.

When we share data with external evaluators or provide reports to our funders (as we are required to do under our conditions of grant), the information will be anonymised. Your personal data is not shared.

If there is an occasion on which we would like to share your personal data with a third party i.e. for research purposes or use of a photo you appear in, we will always let you know and will obtain your consent before doing so unless it is required by law that we share the data.

We will always contact you for permission before sharing your personal details with any third party organisation apart from those required by law.

How we use cookies

A cookie is a text file which asks permission to be placed on your computer’s hard drive.

We use traffic log cookies to identify which pages are being used. This helps us to analyse data about web page traffic and to improve our website in order to tailor it to user needs. We only use this information for statistical analysis.

Overall, cookies help us provide you with a better website. For further information about cookies visit www.aboutcookies.org. By accepting cookies, your preferences will be stored for 12 months, before you are asked to review again. If at any time, you wish to disable cookies, you can do this via your browser settings.

Cookies used on our site

PHPSESSID - This cookie is a reference to a unique session ID set by our website for the current browsing session. No personal data is stored in it. The session is ended when a user’s browser is closed. This allows us to link you to the website if you are logged in and processing through the checkout and enable core site functionality.

Google Analytics (_utma, _utmb, _utmc, _utmz ….) - This cookie allows us to record page visits and sources so we can measure the performance of our site, using a service called Google Analytics. For more information about Google’s privacy policy, and more details on how this cookie operates, visit: www.google.com/intl/en/policies/privacy.

Add This (_atuvc, _atuvs) - The site uses Add This to allow the user to share content from the website over multiple social networks.  Add This set a few cookies on your computer to improve user experience. The Add This cookie is used to track the content you view and share.

Facebook (Pixel Pixel ID: 885013461591137) - This cookie allows us to record page visits and sources from Facebook so we can measure the performance of our Facebook content, using a service called Facebook Pixel. For more information about Facebook’s privacy policy, and more details on how this cookie operates, visit: https://www.facebook.com/policies/cookies . ‘

Photography

We may use photos in publicity materials, newsletters, blogs, the PFA website and displays. If the photos are taken at large or public events, you will be verbally given the opportunity to opt out before the photos are taken.  If we use a photographer to do a photo shoot, your consent will be requested before your photo is taken.

How can you access, update or remove your information?

To request a copy of the information we hold about you, correct or update any information about you, unsubscribe from our services, object to us processing your data or remove any information about you from our records, please contact us at dp@pathsforall.org.uk or write to us at the contact address at the end of this document.

What are your rights?

Under the General Data Protection Regulation (effective from 25 May 2018) you have the following new rights relating to data protection:

• The right to be informed
• The right of access
• The right of rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision-making and profiling

You can find more information about these on the Information Commissioner’s website. https://ico.org.uk/

How can you make a complaint?

If you would like to make a complaint about our collection or use of data, the UK’s independent authority set up to uphold information rights in the public interest and data privacy for individuals is the Information Commissioner’s Office

https://ico.org.uk/

How can you contact us?

If you have questions about your personal data or our privacy policy, please contact us at dp@pathsforall.org.uk or write to us at Paths for All, Kintail House, Forthside Way, Stirling, FK8 1QZ