Developing the Young Workforce Dumfries and Galloway (DYW DG) is committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. This policy explains DYW DG's information practices and the various measures taken to protect the privacy of our users.
Any personal data (including sensitive personal data) provided by you to DYW DG through your use of our website at www.dywdg.co.uk, or by email, telephone or otherwise, will be held and processed in accordance with the data protection principles set out in the Data Protection Act 1998, the EU General Data Protection Regulation 2018 and any subsequent relevant legislation applicable in the United Kingdom (together the "Regulations").
By visiting and using our website, you are agreeing to the terms of this policy. If you do not agree, please do not use the website or submit any personal data through it.
When using the website, you may access third party websites at www.dywdg.co.uk – these websites are not covered by this policy. If you have any queries concerning your personal information or any questions on our use of the information, please email firstname.lastname@example.org
For the purposes of the Regulations, the data controller is Developing the Young Workforce Dumfries and Galloway, Eskdale House, The Crichton, Bankend Road, Dumfries DG1 4ZZ
Information we collect and process
Activity – we record details of engagement activities that we offer and deliver. We also record summaries of meetings, phone calls and other interactions that track ongoing engagement. Information is recorded on our CRM database - Rubi - which is hosted in the UK in either London or Romford.
Forms – the information you give us in our contact and pledge forms (and other enquiry forms) may include your name, postal address, email address, phone number and your message to us.
Registration – When you participate in an event organised by us, our registration process involves you providing us with: if you are an employer your name, your job title, your company name, registered address, telephone, email address; if you are an educational institution your name, your job title, the name of the educational institution, registered address, telephone, email address.
Images – At events that we host or organise, images may be taken which include images of those attending. Such images may be used to promote our activities - and those of our partners – via our website and our social media channels, but would not be used commercially.
Visiting our website
Each time you visit our website, we may automatically collect the following information:
Technical information – The website keeps track of usage data, such as the source address that the page request is coming from (your IP address, domain name, operating system, browser type), date and time of the page request, the referring website (if any) and other parameters in the URL (for example search criteria). This information is stored in log files. It can be used used for system administration and aggregated and statistical reporting but is not attributed to you as an individual.
What do we use your information for?
We process the information we gather in order to provide our services. We use information held about you to:
- internally track our activity
- report our activity to the Scottish Government. This type of information does not identify you as an individual
- provide you with information and services you request from us
- provide you with information about other services we offer that are similar to those that you have already enquired about
- allow us to consider your comments, queries and suggestions and to respond appropriately
- inform you, by telephone, email or otherwise, of engagement opportunities we feel may be of interest to you
- notify you about changes to our services
- improve our website
- dminister our website
- conduct internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- keep our website safe and secure
- comply with any legal obligations
Keeping your information
We will only ask for information we need and not collect too much information or information that is not relevant. We will not hold your data for longer than is necessary, which is until the end of the term of the project, at which time we will destroy.
At any time you can request that we stop or restrict the processing we complete using your personal data, or ask us to delete the personal data we hold about you.
By providing us with your telephone numbers and/or email address, you consent to being contacted by these methods for these purposes. If you do not wish to receive such communications from us, please email us at email@example.com
Information that we share
We may share information about you with other companies or people in the following situations:
- Scottish Government – to perform services required under our contract, including for auditing and reporting purposes
- Partners – DYW DG may share your information with strategic partners, namely: Dumfries and Galloway Council, Dumfries and Galloway Chamber of Commerce, Skills Development Scotland, and other organisations that we employ or work with to perform functions in certain situations on our behalf. Examples of these functions include providing business support services and following up on enquiries. These partners have access to the personal information required to perform their functions, but may not use it for any other purpose. They must also comply with the Regulations in the performance of their services for us
- Compliance with law – We will release personal information where we are required to by law or by the regulations and other rules (including auditing requirements) to which we are subject.
- Analytics and search engine providers that assist us in the improvement and optimisation of our website
- If a third party acquires DYW DG, personal data held by it about its customers will be one of the transferred assets.
Storage of your information
All information you provide to us is stored on our secure servers.
We will do our best to protect your information, but we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features and take all steps reasonably necessary to try to prevent unauthorised access and ensure that your data is treated securely and in accordance with this policy.
Third party personal data
Where you submit information regarding another person, you confirm that they have consented to you acting for them and to the processing of their personal data, and that you have informed them of our identity and the content of our terms and conditions of website use and this policy, including the purposes for which their personal data will be processed by us and that they have explicitly consented to our use and processing of their personal data (including sensitive personal data).
Our terms and conditions of website use and this policy will apply to any such third party personal data in the same manner that they apply to your own personal data.#
To prevent unauthorised access, maintain data accuracy and ensure the correct use of information, DYW DG has put in place appropriate physical, electronic and managerial procedures designed to safeguard and secure information that is collected including password protection, restricted IT and firewalls.
You have rights in relation to your personal data and can make a request to DYW DG as a data subject. You have the right to:
- access information about the personal data DYW DG is processing and to obtain a copy of it
- require DYW DG to change incorrect or incomplete data
- require DYW DG to erase or stop processing your data
- object to the processing of your data where DYW DG is relying on its legitimate interests as the legal ground for processing
- ask DYW DG not to process your information for marketing purposes.
We will usually inform you (before collecting your data) if we intend to use your data for marketing purposes or if we intend to disclose your information to any third party for such purposes.
You can exercise any of these rights at any time by calling 01387 702 156 or emailing firstname.lastname@example.org
If you feel we have been unable, or unwilling, to resolve your information rights concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the supervisory authority responsible for data protection in the UK. Contact details are available at www.ico.org.uk
Changes to this policy
We may edit this policy from time to time. If we make any substantial changes we will notify you by email.
Policy last updated 12th June 2018