Privacy

Last updated: October 2023

Welcome to the privacy policy of Prosper (as the trading name of Scottish Council for Development and Industry) (Company Number: SC024724) (“we”, ”our”, “us”, “SCDI”, “Prosper”).

This privacy policy will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you. Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.

We may revise this privacy policy at any time by amending this page. You are expected to visit this page from time to time to note any changes we make, as they affect you.

How to use this Privacy Policy

The General Section of the privacy policy applies to the use of all personal information gathered by us. Please read this section carefully. Following the general section are specific sections that will or will not apply to you depending on how you interact with us. Please read the relevant sections that apply to you.

  1. General Section: For anyone that interacts with Prosper.
  2. Website Section: If you visit our website and/or contact us through our website.
  3. Member Section: If you are a Member of Prosper and/or Peer Works, or are applying for Membership..
  4. Event Section: If you attend one of our events.
  5. Marketing Section: If you receive marketing communications or updates from us.
  6. Policy Section: If you interact with our policy team.
  7. YESC Section: If you are a teacher, student, or volunteer who is involved with Young Engineers and Science Clubs Scotland.
  8. Recruitment Section: If you apply to an open vacancy at Prosper.
  9. Consultant and Speaker Section: If you provide consultancy services to us or speak at one of our events.
  10. Partnering Organisations and Funders: We partner with organisations to provide events and will hold business contact details of particular contacts of those organisations.
  11. Suppliers and Service Provider Section: If you are a sole trader or contractor and provide services or supplies to us.

Please expand the sections below for further information.

1. General Section

1.1 Glossary

When we refer to Data Protection Legislation we mean the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018.

Criminal conviction data means personal data relating to the alleged commission of offences by you; or proceedings for an offence committed or alleged to have been committed by you or the disposal of such proceedings, including sentencing.

A data controller is someone who decides why personal data is to be collected and how it will be used and treated.

Personal information / data is information that can be used to identify or contact a specific individual, such as a name, address, telephone number, email address, etc., and also online identifiers and location data such as IP addresses and mobile device IDs.

Special category data means personal information revealing your racial or ethnic origin; political opinions; religious or philosophical beliefs; or trade union membership; genetic data; biometric data; data related to your health or data concerning your sex life or sexual orientation.

Website means: prosper.scot and/ or peerworks.scot

1.2 About Us

Prosper is a unique membership organisation, with a proud history of bringing people together from government, business and civil society to effect change. With members from across Scottish society – from charities to local authorities and micro businesses to multi-nationals – Prosper always considers the big picture and longer term when it comes to Scotland’s future.

Our shared ambition is to support economic growth and prosperity for all of Scotland, but our thinking extends beyond economic success to deliver better social and environmental outcomes. Prosper makes a positive impact on the big challenges facing the country by bringing our members and partners from across the economy together. We work collaboratively to create thought-provoking reports and engage constructively with change-makers.

Peer Works is a Prosper initiative, grant funded by the Scottish Government.

Young Engineers and Science Clubs Scotland (YESC) is a Scotland-wide primary and secondary school education programme run by Prosper and supported by many of Prosper’s members.

You can find out more about Prosper here: www.prosper.scot/about/

Unless otherwise stated, Prosper is the controller for the personal information, we or our service providers, collect and process.

1.3 Contact Us

If you have any questions regarding this privacy policy you can contact us at:

  • Address: Brunswick House, 51 Wilson Street, Glasgow G1 1UZ
  • Telephone: 0141 243 2667

 

1.4 Your Rights

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

You can exercise you rights by contacting us at the contact details noted above in section 1.3.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We may not always be able to comply with your request to exercise your rights for specific legal reasons which will be notified to you.

Further details about your rights can be found on the ICO’s website at www.ico.org.uk

1.5 Your Right To Complain

You have the right to make a complaint at any time to the ICO (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

1.6 Do We Share Personal Information?

We will not sell, trade or lease your personal information to others.

Service providers

We contract with third party service providers and suppliers to deliver certain services. Our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. Our service providers change from time to time and we will inform you if this is the case by updating this privacy policy:

  • Kick ICT Group currently provide our IT maintenance and support.
  • We Are Dynamics currently provide maintenance and support to our CRM.
  • Microsoft currently hosts our email and web-based file storage services that we use.
  • We currently use Zoho Books for our accounting software which is cloud-hosted, and Sage for our payroll system. Sage provide maintenance services which involves access to our system.
  • We use WeTransfer and Dropbox to file and share certain documentation.
  • If you sign-up to one of our events, you may be asked to do so via Eventbrite or Ticket Tailor.
  • We may use MailChimp to send email communications.
  • We may use SurveyMonkey to host and manage feed-back forms and questionnaires.
  • We may use third party caterers for our events or for meetings organised by us.
  • We currently use Guardian Removals and Storage for secure offsite document retention.
  • We currently use Stripe to process payment card data.
  • We currently use Vimeo for storage of our event recordings
  • We currently use Mentimeter, Slido and Zoom for gathering event poll data
  • We currently use Adobe Acrobat and Creative Cloud for design of marketing and communication materials as well as file editing.
  • We currently use Canva for design of marketing and communication materials.
  • We currently use Biteable for creation and editing of video.
  • We currently use Hootsuite to schedule social media posts
  • We use Frontline Consultants for conducting the external evaluation of Peer Works. Final evaluation report data is anonymised.
  • We currently use CodeTwo to manage our email signatures for incoming and outgoing email

Regulatory

We will also provide your personal information to third parties where there is a legal obligation to do so, for example to regulators, government departments, law enforcement authorities, tax authorities and any relevant dispute resolution body or the courts.

Other

We may also provide your personal information to third parties in connection with any sale, merger, acquisition, disposal, reorganisation or similar change in our business.

We will provide information about you to any other person who is authorised by you to act on your behalf.

There may be additional parties who have access to your personal data depending on how you interact with us. We have discussed these parties within the specific sections.

1.7 Where Do We Store Your Information?

The data that we collect from you will usually be stored inside the UK or the European Economic Area (EEA).

However, if you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to correspond with you.  Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

We also may transfer data outside the UK or the EEA where our, service providers host, process, or store data outside the UK or the EEA. Where we do this, we will ensure that the transfer is to a country covered by a decision of the Commission of the European Union or is otherwise made in circumstances where we have put appropriate safeguards are in place to protect your data in accordance with the Data Protection Legislation.

Microsoft, Zoho Books, We Transfer, SurveyMonkey, MailChimp, Dropbox, Canva, Vimeo, Stripe, Mentimeter, Slido, Zoom, Adobe, Biteable, Hootsuite, Eventbrite, Ticket Tailor and CodeTwo may transfer data to their respective US and EU entities. Where this is the case those US entities are registered with the EU-US Privacy Shield which is an adequate measure under the Data Protection Legislation (and means that your personal data will be treated according to UK standards).

1.8 How Long Do  We Keep Your Personal Information?

We will not hold your personal information for any longer than is necessary for the uses outlined above, unless we are required to keep your personal data longer to comply with the law and any regulatory requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We have discussed specific retention periods under the specific sections.

1.9 How Do We Keep Your Personal Information Up-To-Date?

Please contact us at the contact details noted above in section 1.3 as soon as possible after there is any change to your personal details, including your contact details.

1.10 Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and offline.

2. Website Section

If you visit our website and / or contact us through our website, please read this section.

2.1 Website Contact Form

We collect personal information about you when you complete our online Contact Form.

2.2 Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, the organisation you work for, your business email address, and your business telephone number  To respond to and answer your query.   Our legitimate interests of answering your query.  N/A 
Any information that you provide to us in the ‘Message’ box.   Please only provide relevant information so Prosper, Peer Works, YESC can respond and answer your query. Our legitimate interests of answering your query.  N/A 

2.3 Cookies

We also use cookies on our Website. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see https://prosper.scot/cookies/.

2.4 Analytics

When you visit www.prosper.scot and Peer Works, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of our website. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our websites.

2.5 Search Engine

Searches on our website are logged anonymously to help us improve our website and search functionality. We use Google Analytics to do this. No identifiable personal information is collected by us or our provider.

2.6 Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our website, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

2.7 Hosting And Maintenance Of Our Website

www.prosper.scot and www.peerworks.scot are currently hosted (in the UK) and operated by Haiwyre.

3. Member Section

3.1 How We Collect Your Personal Data

We collect personal information about you from the following sources:

  • Direct: You, when you correspond with us by email, phone, video call, any electronic messaging platform, letter or when you complete our Member Application Form, Renewal Form, peerworks.scot Contact or Sign Up Form or via consent through Eventbrite registration.
  • Indirect: Your colleagues, when they provide your contact details when completing correspond with us by email, phone or letter or when you complete our Prosper Member Application Form, Renewal Form, peerworks.scot Contact or Sign Up Form or via consent through Eventbrite registration.

3.2 Effect Of Failing To Provide Information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing Member benefits), or we may be prevented from complying with our legal obligations.

3.3 Retention Period

We will retain your personal details for as long as you and your organisation remain a Member of Prosper and for a period of 7 years after your Membership ceases, before deleting these. Basic organisation data will be kept after seven years. Peer Works data is reviewed every three months and you will receive an email every year asking to confirm your details. All data retained by Prosper (including Peer Works and YESC) is cleansed when email bounce back alerts or unsubscribe requests are received. YESC retain indefinitely unsubscribed Teacher names as record of project engagement. Email addresses of unsubscribed contacts are cleansed.

3.4 Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, your job title, the organisation you work for, your business address, your business email address, your business telephone number and your individual Twitter handle.  We require this information so that we can correspond with you in relation to your membership.  Necessary for the membership contract or for taking steps to enter into the contract.  N/A 
To contact you with information on our policy updates, our upcoming events and our membership benefits.   Our legitimate interests. Please see Section 5 below.  N/A  
4. Event Section

4.1 How We Collect Your Personal Data

We collect personal information about you when you register for an event (most often through Eventbrite or another online registration form, by emailing us, over the phone, or occasionally by another method) or when you correspond with us by email, phone or letter.

If your colleague registers for an event on your behalf, then we will receive your personal details indirectly, and that colleague is responsible for ensuring that they check your preferences before submitting a registration.

You will be asked for explicit permissions related to the use of any data at an event.

4.2 Effect Of Failing To Provide Information

If you fail to provide certain information when requested, we may not be able to issue your event ticket to you or to complete your transaction.

4.3 Retention Periods

We apply the following retention periods:

  • Prosper and Peer Works Member event data will be held in our secure CRM system indefinitely.
  • Prosper Non-member data will be held for 13 months before being anonymised.
  • Peer Works data will be stored anonymously.
  • All hard copies materials related to the event will be deleted within 3 working days, post-event.

4.4 Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, your job title, the organisation you work for, your business email address, your postal address and/or your business telephone number  To allow us to match you to your purchased ticket.   Necessary for the contract or for taking steps to enter into the contract.  N/A 
To contact you if the event details change or for any other purpose connected to the event.   Necessary for the contract or for taking steps to enter into the contract.  N/A 
To contact you with information on our upcoming events.    Our legitimate interests of sending you communications.    N/A 
We may share this with other delegates of the event to allow you to make connections with others.   Your legitimate interests.  You can object to this via the personal data preference form you will be sent.  Your consent 
We may share this data with the event sponsors.  Your legitimate interests.  You can object to this via the personal data preference form you will be sent.  Your consent 
Your accessibility information We may share this data with third-party venues. This data will disclose special category data about you. We may share this data to ensure that you can access our events.  Your legitimate interests. This data will be anonymised if appropriate before being sent externally.  Your legitimate interests 
Your photograph For use on our marketing materials (online and offline). Occasionally names and organisations may be attributed to photographs.    Your consent via the personal data preference form you will be sent.  Consent can be withdrawn at any time, but it may be difficult for us to remove the image from any materials that have been distributed or made publicly available.    N/A 
Your dietary requirements Your dietary requirements may disclose special category data about you To ensure you enjoy our events (and are able to enjoy the catering!) we may need to share your dietary requirements with our catering provider.   Your legitimate interests. This data will be anonymised if appropriate before being sent externally.  Your legitimate interests 
Sex and/or sexual orientation, Gender, Ethnic Group Sex and/or sexual orientation, Gender, Ethnic Group Our legitimate interests. This data will be anonymised for reporting purposes Your consent
Evaluation feedback To understand what organisations and individuals enjoy about our events, or what they would like to see more of.  Our legitimate interests. Any evaluation feedback that is share internally or externally will be anonymised.    N/A  

4.5 Joint Events

We may partner with other organisations to provide events. When this occurs, we will both collect and use your personal data. Please ask our partner for their privacy notice explaining how they will use your information.

Due to the nature of some of the organisations that we partner with for Prosper, Peer Works and YESC events, we may ask you to provide additional information on behalf of the partnering organisation. For example, some of our partners require to know your shoe size so that they can issue you with appropriate safety clothing when you visit their site. Others operate in the defence industry and are subject to higher security requirements and therefore they may require to know your date of birth and nationality. Additionally, if you require to park a vehicle at one of our partnering sites they may wish to have details of your car type and registration number for security purposes also. We are not a controller in relation to this additional information and we are merely collecting this on behalf of the partnering organisation.

5. Marketing Section

If you provide us with a telephone number or postal address, we may send you non-electronic forms of communication (post and live calls), based on our legitimate interests. If you provide a business email address, then we may use this to provide you with electronic communications based our legitimate interests. If you provide a personal email address, we require your consent to market to this email.

You will always have the option to unsubscribe from any of our marketing communications at any time by contacting us at the contact details in section 1.3 or by selecting the unsubscribe link at the bottom of our emails.

6. Policy Section

If you interact with our Policy team, please read this section.

6.1 How We Collect  Your Personal Data

We hold business contact details of those involved in our policy forums for our legitimate interests (Member and Non-Member).  We may initially receive your contact details by searching for organisations with specific policy interests via a search engine, a specific website or our membership database.  Alternatively, you may have been recommended to us by one of our connections. Thereafter, we will ask you to complete our forms or we will collect information from you when you correspond with us by email, phone or letter.

6.2 How We Use Your Data

We may ask organisations to provide opinions on certain policy issues. These opinions will be provided at an organisational level and not at an individual level. We are an apolitical policy driven business membership organisation and we do not actively collect information in relation to political opinion.

6.3 Our Partnering Organisations

Due to the nature of some of the organisations that we partner with for policy projects, we may ask you to provide additional information on behalf of the partnering organisation. We are not a controller in relation to this additional information and we are merely collecting this on behalf of the partnering organisation.

7. YESC Section

Young Engineers and Science Clubs Scotland (YESC) is a Scotland-wide primary and secondary school education programme run by Prosper and supported by many of Prosper’s members.

7.1 Our Partnering Organisations

Due to the nature of some of the organisations that we partner with for YESC events, we may ask you to provide additional information on behalf of the partnering organisation. For example, some of our partners require to know your shoe size so that they can issue you with appropriate safety clothing when you visit their site. Others operate in the defence industry and are subject to higher security requirements and therefore they may require to know your date of birth and nationality. Additionally, if you require to park a vehicle at one of our partnering sites they may wish to have details of your car type and registration number for security purposes also. We are not a controller in relation to this additional information and we are merely collecting this on behalf of the partnering organisation.

7.2 If You Are a Teacher

We collect personal information from you when you complete our online registration form, our evaluation forms and / or when you correspond with us.

If you fail to provide certain information when requested, we may not be able to register your school for an event.

We update our teacher contact information on an annual basis, and we will retain teacher information indefinitely unless you leave the school or otherwise ask us to remove your information.

Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, your job title, the name of your school, your school email address, the local authority that you work for and your school’s contact details. ​ ​ We ask that you please do not provide us with personal contact details​ We require this information so that we can correspond with you in relation to the YESC events you would like your students to attend​ Necessary for the YESC event​ N/A​
To contact you with information on our upcoming events.  ​ Our legitimate interests of sending you communications. Please see section 5.​ N/A​
We may contact you with information on our project-specific programmes​ Our legitimate interests of sending you communications.  Please see section 5.​ Your consent​
Your accessibility information​  ​ We may share this data with third-party venues. This data will disclose special category data about you.​ We may share this data to ensure that you can access our events.​ Your legitimate interests. This data will be anonymised if appropriate before being sent externally.​ Your legitimate interests​
Your photograph, audio and video​ With your explicit permission, for use on our marketing materials (online and offline). Occasionally names and organisations may be attributed to photographs, audio files or videos. YESC may share these images, audio files or videos with our partners, other teachers, supporters and press for marketing, reporting and training purposes with the appropriate consent.​ Your consent via the personal data preference form you will be sent.  Consent can be withdrawn at any time, but it may be difficult for us to remove the image from any materials that have been distributed or made publicly available.  ​ N/A​
Your dietary requirements ​  ​ Your dietary requirements may disclose special category data about you​  ​ To ensure you enjoy our events (and are able to enjoy the catering!) we may need to share your dietary requirements with our catering provider. ​ Your legitimate interests. This data will be anonymised if appropriate before being sent externally.​ Your legitimate interests​
Evaluation feedback​ To allow us to improve our events where required. You do not need to provide your name or school when completing our evaluation form. We may pass your name, school name, and comments to our funders so that they can see what you thought of the event.​ Our legitimate interests. Any evaluation feedback that is shared internally or externally will be anonymised.  ​ N/A ​

7.3 If You Are A Student

Teachers and parents should read this section, as well as students.

Your teacher may provide us with certain dietary information about you. We may also collect personal data from you directly when you complete our evaluation forms or when we take your photograph at events.

We apply the following retention periods to student data:

  • Any individual dietary data held within our CRM will be deleted within 3 working days, post project / event.
  • All hard copies materials related to the project / event will be deleted within 3 working days, post project / event.
  • Evaluation forms and photographs will be stored within our secure IT systems indefinitely.

Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name and your school name We may share this data with third-party venues. We require this for some events/venues fire safety policies and to manage guest attendance at some events Necessary for the YESC event. N/A
School Name, Sex and/or sexual orientation, Gender, Ethnic Group We collect this to evaluate the reach and impact of our programmes and events. Anonymised data may be shared with partners for reporting/statistical purposes. Your legitimate interests. This data will be anonymised before being sent externally. Your legitimate interests​
Your accessibility information​  ​ We may share this data with third-party venues. This data will disclose special category data about you.​ We may share this data to ensure that you can access our events.​ Your legitimate interests. This data will be anonymised if appropriate before being sent externally.​ Your legitimate interests​
Your dietary requirements ​  ​ Your dietary requirements may disclose special category data about you.​ To ensure you enjoy our events (and are able to enjoy the catering!) we may need to share your dietary requirements with our catering provider. ​ Your legitimate interests. This data will be anonymised before being sent externally.​ Your legitimate interests.​
Your photograph, audio files or video ​ For use on our marketing materials (online and offline).  Occasionally names may be attributed to photographs, audio files or video. YESC may share these images, audio files or videos with our partners, supporters and the press for marketing and reporting purposes.​ Parental consent or student consent when the student is aged 16 or over. Schools inform us as to whether or not there is sufficient consent for our intended use of student photographs, audio files or videos.​  ​ Consent can be withdrawn at any time but it may be difficult for us to remove the image from any materials that have been distributed or made publicly available. ​ N/A​
Evaluation feedback​ To allow us to improve our events where required.​  ​ We may pass the students first name (not last name), school name, and comments to our funders so that they can see what the student thought of the event. ​ School consent or student consent when the student is aged 16 or over. ​ N/A ​
Your photograph, audio and video​ With your explicit permission, for use on our marketing materials (online and offline). Occasionally names and organisations may be attributed to photographs, audio files or videos. YESC may share these images, audio files or videos with our partners, supporters and press for marketing and reporting purposes with the appropriate consent.​ Your consent via the personal data preference form you will be sent.  Consent can be withdrawn at any time, but it may be difficult for us to remove the image from any materials that have been distributed or made publicly available.  ​ N/A​
Your dietary requirements ​  ​ Your dietary requirements may disclose special category data about you​  ​ To ensure you enjoy our events (and are able to enjoy the catering!) we may need to share your dietary requirements with our catering provider. ​ Your legitimate interests. This data will be anonymised if appropriate before being sent externally.​ Your legitimate interests​
Evaluation feedback​ To allow us to improve our events where required. You do not need to provide your name or school when completing our evaluation form. We may pass your name, school name, and comments to our funders so that they can see what you thought of the event.​ Our legitimate interests. Any evaluation feedback that is shared internally or externally will be anonymised.  ​ N/A ​

7.4 If You Are A Volunteer, Partner or Partner Employee/Contractor

We collect personal information from you when corresponding with us. We may also receive your information indirectly if you are a STEM Ambassador.

We apply the following retention periods to volunteer data:

  • Any personal data held within our CRM will be deleted within 3 working days, post project / event subject to express personal permission as stated in the table below.
  • All hard copies materials related to the project / event will be deleted within 3 working days, post project / event.

Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, your job title, the organisation you work for, your business email address, and your business telephone number​ We require this information so that we can correspond with you in relation to the volunteering role.  We may be required to pass this information on to our partnering organisations. ​ Necessary for the YESC event. ​ N/A​
To contact you if the event details change or for any other purpose connected to the event. ​ Necessary for the YESC event. ​ N/A​
To contact you with information on our upcoming events.  ​ Our legitimate interests of sending you communications.  ​ N/A​
We may share this with other delegates of the event to allow you to make connections with others. ​ Your legitimate interests.​ ​ You can object to this via the personal data preference form you will be sent.​ Your consent​
We may share this data with the event sponsors.​ Your legitimate interests.  You can object to this via the personal data preference form you will be sent.​ Your consent​
Your PVG disclosure details (including name, address, job title, date of birth, PVG number and record of any criminal convictions) We may require this information to ensure that you are not disqualified from working with vulnerable groups. We may be required to share this information with our partners and supporters including teachers. Legal Obligation Legal Obligation
Your accessibility information​  ​ We may share this data with third-party venues. This data will disclose special category data about you.​ We may share this data to ensure that you can access our events.​ Your legitimate interests. This data will be anonymised if appropriate before being sent externally.​ Your legitimate interests​
Your photograph, audio files or video​ With your explicit permission, for use on our marketing materials (online and offline). Occasionally names and organisations may be attributed to photographs, audio files or videos. YESC may share these images, audio files or videos with our partners, supporters and press for marketing and reporting purposes with the appropriate consent.​ Your consent via the personal data preference form you will be sent.  Consent can be withdrawn at any time, but it may be difficult for us to remove the image from any materials that have been distributed or made publicly available. ​ N/A​
Your dietary requirements ​ ​ Your dietary requirements may disclose special category data about you​ ​ To ensure you enjoy our events (and are able to enjoy the catering!) we may need to share your dietary requirements with our catering provider. ​ Your legitimate interests. This data will be anonymised if appropriate before being sent externally.​ Your legitimate interests​
Evaluation feedback​ To understand what organisations and individuals enjoy about our events, or what they would like to see more of.​ Our legitimate interests. Any evaluation feedback that is shared internally or externally will be anonymised.  ​ N/A ​

7.5 If You Are A Parent/Guardian

We do not actively collect personal data from parents or guardians as we coordinate our events with schools.

8. Recruitment Section

Please note that we do not accept speculative CVs that are sent to us. These are deleted upon receipt and no personal data is held in our systems.

8.1 How We Collect Your Personal Data

We will collect personal data about applicants through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may also collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

8.2 Retention Period

We will only retain applicants’ personal data for 6 months post the vacancy being filled. This data may be used to fulfil the purposes it was collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In some circumstances we may anonymise personal information so that it can no longer be associated with individual applicants. In these cases, we may use such information without further notice to applicants.

8.3 Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your personal contact details   We may share this data with third-party professional advisors  We require this information so that we can correspond with you in relation to the application process.  Legal Obligation / Legitimate interests.   N/A 
Your date of birth, gender, marital status, information about race, information about ethnicity, information about religious beliefs, information about your sexual orientation and information about your political affiliations  We may share this data with third-party professional advisors.  This data will disclose special category data about you.  We require this information to comply with equal opportunities monitoring and reporting requirements.  Legal Obligation / Legitimate interests.  Your consent  
Your driving license/passport number and your CV (including qualifications and employment history information)  We may share this data with third-party professional advisors.  We require this information to make recruitment decisions and ascertain ability to work.  Legal Obligation / Legitimate interests.  N/A 
Your professional membership information  We require this information to meet education, training and development requirements.  Legal Obligation / Legitimate interests.  N/A 
Your information about disability and your health records  We may share this data with third-party professional advisors.  This data will disclose special category data about you.  We require this information to meet health and safety requirements and ascertain fitness to work.  Legal Obligation / Legitimate interests.  Your consent 
Your right to work documents  We may share this data with third-party professional advisors.  This data will disclose special category data about you.  We require this information to check your right to work in the United Kingdom.  Legal Obligation / Legitimate interests.  Your consent 
Your criminal convictions and offences information  We may share this data with third-party professional advisors.  This data will disclose special category data about you.  We require this information to make decision about recruitment.  Legal Obligation / Legitimate interests.  Your consent 
9. Consultant And Speaker Section

9.1 How We Collect Your Personal Data

We may initially receive your contact details by searching for an individual with your skills via a search engine, a specific website or our membership database. Alternatively, you may have been recommended to us by one of our connections. Thereafter, we will ask you to complete our forms or we will collect information from you when you correspond with us by email, phone or letter.

9.2 Effect Of Failing To Provide Information

If you fail to provide certain information when requested, we may not be able to engage you as a consultant / speaker.

9.3 Retention Period

We will keep your data on our CRM system indefinitely or until you contact us to ask for it to be deleted. You can contact us via the contact details in section 1.3.

9.4 Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, your job title, the organisation you work for, your business email address, and your business telephone number  To allow us to contact you regarding the consultancy service or speaking agreement.   Necessary for the contract or for taking steps to enter into the contract.  N/A 
We may use this data on our marketing materials (online and offline).   Our legitimate interests  N/A 
Your biography and headshot  We may use this data on our marketing materials (online and offline).   Our legitimate interests  N/A 
Your photograph   For use on our marketing materials (online and offline).  Occasionally names may be attributed to photographs.    Your consent. Consent can be withdrawn at any time, but it may be difficult for us to remove the image from any materials that have been distributed or made publicly available.   N/A 
Your dietary requirements   Your dietary requirements may disclose special category data about you.   To ensure you enjoy our events (and are able to enjoy the catering!) we may need to share your dietary requirements with our catering provider.  Your legitimate interests. This data will be anonymised before being sent externally.  Your legitimate interests. 
Your bank account details   We require this information so that we can pay you for your services (unless you are providing the services on a voluntary basis).   Necessary for the consultancy / speaker contract we have with you.   N/A  
10. Partnering Organisations and Funders Section

We hold business contact details of those from our partnering organisations and funders on the basis of our legitimate interests.

11. Suppliers and Service Providers Section

If you are a sole trader or contractor and provide services or supplies to us, please read this section.

11.1 How We Collect Your Personal Data

We may initially receive your contact details by searching for an individual with your skills via a search engine, a specific website or our membership database. Alternatively, you may have been recommended to us by one of our connections. Thereafter, we will ask you to complete our forms or we will collect information from you when you correspond with us by email, phone or letter.

11.2 Effect Of Failing To Provide Information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you for your services), or we may be prevented from complying with our legal obligations.

11.3 Use Of Your Data

Information​ Why We Collect It​ Legal Basis ​ Special Category Data Condition / Criminal Conviction Data Conviction ​
Your name, your job title, your business email address, and your business telephone number   We require this information so that we can correspond with you in relation to the services / supplies you are providing to us.   Necessary for the contract we have with you or for taking steps to enter into such a contract.  N/A 
Your bank account details  So that we can pay you for your services.  Necessary for the contract we have with you or for taking steps to enter into such a contract.  N/A