Data Protection and Privacy Policy

forthgiving is a philanthropic trust based in the Forth Valley of Scotland. We are committed to protecting the privacy of those who visit our website, apply for support, or otherwise engage with our work. We also welcome feedback on our activities, and we have procedures in place to ensure compliments and complaints are addressed fairly and promptly.

1. Data Use and Privacy

What information we collect:

  • Information you submit when applying for a grant or support.
  • Personal details you provide when contacting us (such as your name, email address, and phone number).
  • Technical data automatically collected when you use our website (such as IP address, browser type, and browsing behaviour).

2. How We Use Your Information

We only use your information for:

  • Meeting legal and regulatory requirements.
  • Responding to enquiries.
  • Processing applications for grants and support.
  • Managing our charitable operations.
  • Improving our website and services.

3. Legal Basis for Processing

We process personal data on the basis of:

  • Our legitimate charitable interests.
  • Your consent.
  • Compliance with legal obligations.

4. Data Sharing

Your personal data will be treated as strictly confidential and will be shared only as set out in this section. Your personal data may be shared only with other members of the Society.

We may share your information or disclose it to third parties where required to comply with any court order or other legal obligation or when data is requested by government or law enforcement authorities, to enforce any agreements, or to protect the rights, property, or safety of the Society’s Trustees or members.

5. Data Retention

Personal data will be retained only for as long as necessary to fulfil the purpose for which it was collected, or as required by law.

6. Your Rights

  • Restrict or object to processing.
  • Request correction of inaccurate data.

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you.
  • Request deletion of your personal data (where legally permissible).
  • Withdraw consent at any time (where consent is the legal basis).

To exercise these rights, please contact us at:

  • By email at: info@forthgiving.org.uk
  • By post at: Forthgiving, c/o Barty's: A Branch of Wright, Johnston & Mackenzie LLP, 61 High Street, Dunblane,
    FK15 0EH

7. Your Personal Data – What is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. With effect from 25th May 2018, the processing of personal data is governed by the General Data Protection Regulation 2016/679 (‘GDPR’) and the UK Data Protection Act 2018.

8. Who are we?

In law, each of the Trustees of forthgiving (the trading name of the Sons of the Rock Society SCIO) acts as a data controller. Collectively, the Trustees decide how your personal data is processed, and for what purposes, via the Secretary to the Board of Trustees.

9. How do we Process your Personal Data?

The Trustees comply with their obligations under GDPR and the Data Protection Act by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure; and by ensuring that appropriate technical and organisational measures are in place to protect such data.

10. How Do we Use Your Personal Data?

The Trustees and Secretary use your personal data: -

  • To maintain the Society’s annual accounts and records, including the processing of Gift Aid declarations;
  • To administer membership records;
  • To fundraise for and promote the interests of the charity;
  • To inform you of news and events organised by the Society; 
    To enable us to provide a voluntary service for the benefit of the public. 

11. What is the Legal Basis for Processing your Personal Data?

Processing is carried out by forthgiving, a Scottish Charitable Incorporated Organisation, provided:

  • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and 
  • there is no disclosure to a third party without consent.

Processing is necessary for our legitimate interests. This means that we can process your personal data if (i) we have a genuine and legitimate reason; and (ii) we are not harming any of your rights and interests. Our legitimate interests include processing for the purposes of the Society’s administration; processing your Gift Aid donations; and fundraising.

12. How Long Do We Retain Your Personal Data?

Specifically, we retain membership records while they are still current, and historic records are held in our archive for 6 years; Gift Aid declarations and associated paperwork while they are still current, and for up to 7 years after the last tax year to which they applied historically.

13. Your Personal Data

Unless subject to an exemption under the GDPR and Data Protection Act, you have the following rights with respect to your personal data:

  • to request a copy of your personal data which the Trustees and Secretary hold about you; 
  • to request that the Secretary corrects any personal data if it is found to be inaccurate or out of date; 
  • to request your personal data is erased;
  • to withdraw your consent to the processing at any time;
  • to request that a restriction is placed on further processing where there is a dispute in relation to the accuracy
  • or processing of your personal data; 
  • to lodge a complaint with the Information Commissioner’s Office.

14. Further Processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new Notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

15. Contact Details

To exercise all relevant rights, express compliments, or submit queries or complaints relating to this Notice, in the first instance please contact the Secretary to the Board at 07879 942058 or info@forthgiving.org.uk 

You can also contact the Information Commissioner’s Office on 0303 123 1113 or via https://ico.org.uk/global/contact-us/email/ or by post at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

This Policy was Last Updated on 26th August 2025