ELTF SCIO is a Scottish Charity. We administer trust funds and provide grants to individuals and families in need. We also provide funding to organisations. To do this we have to collect and use information about the individuals that we support. This is called personal data and this notice tells you why and how we do that. It also explains where we store the information, how long we store it for and how we keep it safe.
Our contact details
Edinburgh and Lothian Trust Fund SCIO
1 Waterfront Avenue
0131 376 3177
What information is being collected and used?
We generally receive applications for funding through other organisations. Those organisations are supporting applicants and they share personal data with us so that we can assess applications for eligibility and our trustees can decide on grants. We ask these organisations to draw applicants’ attention to this privacy notice.
The information we require is set out in our application forms and relates to basic information about the support worker, the applicant and their family members, including children and their needs. The only other information we consider is whether the same applicant has received a grant from us in the last 12 months. The transfer of funds is to the support organisation and so no personal financial details are shared with us.
The exception is the Fire Fund. We ask applicants to complete the application form themselves and to provide information about themselves, their families and sometimes health considerations if relevant to the application. Contact details will only be used to contact applicants about their application. We will also obtain a report from the Scottish Fire and Rescue Service to confirm basic information about the fire.
We are relying on our legitimate interests to process this personal data in order to meet the requirements of the trust funds we administer. We have considered the rights of the applicants and their families and that it is in their best interest for us to consider their applications.
Who accesses your data
Only trustees, staff, authorised contractors and approved volunteers will have access to information held on ELTF’s behalf. They all have a duty to keep all information used when working for ELTF confidential and secure.
Who we share your data with
ELTF use software to supports our activities and your data will be held in databases and servers run by these software providers within the EU. A variety of measures is used by ELTF and our software providers to ensure that your date is kept safe, secure and only available to those that are authorised and require access. We have a legal agreement with our software providers which means they do not use your data other than as instructed by us and they also have an obligation to keep it safe.
We also share application information with Edinburgh City Archives – see below.
ELTF will take all appropriate steps to protect your data from unauthorised or unlawful access.
How long we store the data
ELTF have a retention policy with a retention schedule which sets out the relevant retention times for all the personal data that we hold. We only retain personal data for as long as is necessary. A copy the retention schedule can be provided on request.
After the relevant retention time for grant applications, we have an agreement in place with the Edinburgh City Archives under Archiving in the Public Interest provisions and we transfer records of grant applications to them. They will store these records confidentially and safely for a minimum of 100 years before they are made publicly available for social and historical research purposes. If you do not want your application transferred in this way, then please contact us and we will delete your application.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for a copy of your personal information and for further information about how we use your information. This notice should answer most of your questions but you should contact us if you have further queries.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances. You have an absolute right to ask us to stop sending you marketing material and updates about our services.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
There is no charge for exercising these rights unless your request is manifestly unfounded or excessive. If it is, we will charge a reasonable fee or refuse to comply with your request.
Once a request is made, it will be acknowledged and we may ask for confirmation of identification from the requester and seek clarification of this request.
We will do our best to respond without undue delay and within one month of receiving the request. However, if the request is complex, we can extend that by another two months but if we do need more time, we will let the requester know why.
Please make any requests using the contact details above.
Your right to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at using the contact details above. We will do our best to address any concerns that you have.
However, you can also complain to the ICO if you are unhappy with how we have used your data. If you have not raised the issue with us already, the ICO will refer the complaint back to us to address your concerns so please do contact us first.
The contact details for the ICO can be found here.
Last Updated: 23 October 2023