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Fast Forward is committed to protecting your privacy and the confidentiality of any personal data that you provide to us.
The choice of how much information you provide to Fast Forward is yours. If you want to use Fast Forward’s services or participate in Fast Forward projects and events, Fast Forward will require certain information from you. In order to ensure we adhere to data protection legislation we will only ask for the relevant personal data required.
The Data Controller for Fast Forward is:
4 Bernard Street
Telephone: 0131 554 4300
Our Data Protection Officer is:
Chris Read, who can be contacted at email@example.com
Why we collect your personal data
We want to make sure you receive the communications that are most relevant to you, whether visiting our website, receiving emails, post, phone calls, or texts, or meeting in person.
How we collect your personal data
- When you interact directly with us
This could be if you ask about our work, when you join our mailing list or purchase Fast Forward products. It could be if you apply for a job or when you provide your data over the phone, by email, through our website, or in person at Fast Forward events.
- When you visit our website
- From other information sources that are publicly available
We may collect information about you from publicly available sources such as LinkedIn, Companies House, social media platforms and web search engines such as Google. This is to tailor our communications and make contact with potential fundraisers, donors or potential service users.
Further detail about how we collect your personal data is provided below.
The purpose of processing your personal data
The following information sets out the reasons and purposes why Fast Forward processes your personal data.
- To keep you informed about Fast Forward and SPEN events, information and news
We will ask for your email address to in order to provide information to you. You will be required to ‘opt-in’ to receive emails from us. You can unsubscribe at any time by amending your preferences, by clicking the ‘unsubscribe’ or ‘update email settings’ links at the bottom of Mailchimp, or by sending an email to firstname.lastname@example.org
- To purchase Fast Forward products
If you purchase products or make a donation you may provide Fast Forward with credit card details or other information, which will allow Fast Forward to process the transaction. Please note that Fast Forward does not store credit card information.
We can provide you with a receipt when you make your purchase or donation. We will require an email address or postal address to provide this to you.
We will require your contact details as well as payment details when you purchase Fast Forward products to ensure we send purchases to the correct address.
- Personal Data processed for employment purposes
We process personal data for employment purposes in line with data protection legislation and employment law obligations. We require personal data when processing candidates’ applications to Fast Forward. For employees of Fast Forward we require personal data and emergency contact personal data which is kept securely and only accessible by a limited number of senior staff.
Line managers of staff who hold some relevant employment information about their team members or applicants for employment are directed to take all reasonable steps to ensure this personal data is held securely. For tax purposes we are legally required to keep all employment data for 7 years, after which we will ensure all personal data is removed from our paper and electronic systems.
We process health data for sickness absence purposes. We ensure that all appropriate security controls are in place for this processing of ‘special categories’ of data, as defined by the General Data Protection Regulation 2018.
We retain personal data related to professional memberships to ensure that required accreditations are maintained. We process applications for PVG / Disclosure Scotland clearance and store details of information received. This includes the reference number and result of the application.
We use external providers for our payroll processing and pension scheme for employees. We have appropriate contracts in place to ensure the security and confidentiality of any personal data provided for these purposes.
- For Audit purposes
Charities are required to be audited / independently examined every year to ensure our financial statements are free from misstatement and to ensure our internal financial controls are robust.
We are required to make all information available for this purpose but also ensure that access to personal data is limited when disclosing data for this purpose. External auditors are bound by auditing standards which include controls to ensure they treat any personal data accessed while carrying out audits as confidential. We are also subject to audits by the charity regulator in Scotland.
- To communicate the performance of Fast Forward to Board members and stakeholders
Where project participants have provided their consent to appear in video / social media or to share their experience of working with us, we may retain the footage and content. The content may be shown to Board Members or stakeholders, including via the website or social media, as part of reporting our performance. However, any data presented for performance reporting purposes will be anonymised.
The following sets out the technical and organisational security measures employed by Fast Forward to ensure your personal data is kept confidential and secure by Fast Forward, our partner organisations and third party suppliers.
Lawful basis for processing
For most processing of personal data we will be asking for your consent. However, some processing will be based on legitimate interests or for the purposes of entering into a contract e.g. where we require certain personal data in order to provide a service you choose to use. We only rely on the lawful basis of legitimate interests when we will be using your data in a way you would expect, taking into account your rights and interests.
Disclosure of Personal Information
We may disclose your personal information to our suppliers or third parties for outsourcing some of the functions and services relating to the purposes for which your personal information was stored.
When we contract external services providers, we may provide them with your personal information, but only to the extent required for them to fulfil that contract, or where you would reasonably expect Fast Forward to disclose it to a third party for a particular purpose.
We will not sell your personal information to other parties.
Security and storage of your information
Fast Forward takes reasonable steps to ensure the security of all information it collects, including that the information is protected from misuse and loss, from unauthorised access, modification or disclosure. For example, your personal information may be stored and maintained on our server.
Because no data transmission over the internet or information stored on servers can be guaranteed to be fully secure, we cannot ensure or warrant the security of any information you send to us or receive from us online.
- SPEN mailing lists
We use a third party service, WordPress.com, to publish our blog. This site is hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity, for example the number of users viewing pages. This helps us monitor and report on the effectiveness of the site and improve it. WordPress requires visitors that want to post a comment to enter a name and an email address. For more information about how WordPress processes data, please see Automattic’s privacy notice
Retaining your personal data
We will 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, auditing or reporting requirements. We may also retain your personal data for a reasonable period afterwards to allow us to respond to any follow up enquiries or complaints.
Your rights in relation to personal information
Your rights in relation to how organisations process your personal data have been significantly enhanced under the new General Data Protection Regulation 2018. The following sets out how Fast Forward will ensure we meet all of these increased rights.
- The right to be informed
- The right of access
You may request access to your personal information collected by Fast Forward. Please send an email to email@example.com and we will respond within at least one calendar month of receiving your request. We will endeavour to respond as sooner. There may be a legal or regulatory reason why access is denied or amendment refused. If this is so, we will tell you why.
- The right to rectification
If you believe that any of your personal information held by Fast Forward is not accurate, complete or up-to-date, Fast Forward will take reasonable steps to correct it. You can make a request for rectification verbally or in writing. To request that your personal information be corrected or updated, please send an email to firstname.lastname@example.org We will respond to your request within one calendar month.
- The right to erasure
Also known as ‘the right to be forgotten’. You can now request that personal data held and processed by us be erased, unless there is a legal requirement for us to continue to hold and process the data, in which case this will be explained to you in response to your request. You can request for us to erase your data either verbally or in writing. We will respond to your request within at one calendar month.
- The right to restrict processing
Similar to your right to request erasure of your personal data, you can request we restrict processing if you have issues with the content of the information we hold or with how we have processed it. In these cases we would only apply the restriction for a certain period of time while we consider your request for doing so. You can request us to restrict processing either verbally or in writing. We will respond to your request within one calendar month
- The right to data portability
Where technically feasible, we will endeavour to provide you with a copy of your personal data in a format that can be easily transferred. We will respond to your request within one calendar month. Please note this right only applies to automated information which you initially provided consent for us to use, or where we used the information to fulfill a contract with you.
- The right to object
You have the right to object to us using your data for marketing purposes or where the processing of data by the company is based on legitimate interest.
- Rights in relation to automated decision making and profiling
Fast Forward does not process any personal data for automated decision making or for profiling as defined by the Regulation.
Please contact us at email@example.com to exercise any of your rights as above.
Links to other websites
Fast Forward is not responsible for the privacy practices or content of any other website, or service that is linked to a website, nor for the privacy practices of any third party social media or other service providers that you can access through a website. We encourage you to read the privacy policies of those websites or service providers.
- What are cookies?
Cookies are small text files that are stored in your computer’s memory and hard drive when you visit certain web pages. They are used to enable websites to function or to provide information to the owners of a website.
- Analytical purposes
We use analytical cookies that allow us to recognise, measure and track visitors to our websites. This helps us to improve and develop the way our websites work. For example, by determining whether site visitors can find information easily, or by identifying the areas of our websites that are of the most interest to them. For these purposes, we may store the following:
- the name of the domain from which you accessed the internet
- the date and time you accessed our websites
- the address of the website from which you linked directly to our websites
- the pages you accessed while visiting our websites
- the device you used to access our websites
- the location from which you accessed our websites
In addition, we use third party service providers, to provide certain analytics services to us in connection with the operation of the websites, including (without limitation) the collection and tracking of the data and information listed above.
- Session management
- Functional purposes
Functional purpose cookies store information that is needed by our applications to process and operate. For example, where requests within an application involve multiple stages, cookies are used to store the information from each stage temporarily, in order to facilitate completion of the overall request.
Your cookie preferences
To make full use of our Website, your computer or mobile device will need to accept cookies, because our sites will not function properly without them. In addition, cookies are required in order to provide you with personalised features on our websites.
Third party cookies
Amending cookie preferences
If you wish to remove cookies set by our Websites from your browser in the future, you may delete them.
Most browsers allow you to refuse to accept cookies.
In Internet Explorer, you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies”, using the sliding selector.
In Firefox, you can adjust your cookies settings by clicking “Tools”, “Options” and “Privacy”.
For other browsers please visit www.aboutcookies.org
Blocking cookies will have a negative impact upon the usability of some websites.
Our website uses Google Analytics which provides reports on website traffic data to help us understand usage and ensure we continue to improve your website experience.
You can amend your preferences or opt-out of Google Analytics here:
If you have a complaint about the handling of your personal information, please write to the address provided above or send an email to firstname.lastname@example.org
If you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner’s Office at the following address:
Information Commissioner’s Office
You can also contact the Information Commissioner’s Office using their online form: https://ico.org.uk/global/contact-us/email/