Privacy Policy

This privacy policy explains what personal data is collected by Prisoners Week Trust through our different activities and how and why we use this data.

Who are we?

Prisoners Week Trust (PWT) is a Scottish charity established in 2012.  It is regulated by the Scottish Charity Regulator, OSCR, as a Trust and its charity number is SC043431   The main objectives of PWT are the relief of those in need by virtue of imprisonment; the advancement of conflict resolution or reconciliation, the advancement of citizenship, and the advancement of religion.

PWT also provides recreational facilities, or the organisation of recreational activities, to improve the conditions of life and the relief of those in need by reason of age, ill health, disability, financial hardship or other disadvantage.  It makes grants, donations, loans, gifts or pensions to individuals and organisations, and it carries out activities or services itself.

When you interact with PWT online, over the phone or face-to-face, staff and/or volunteers may collect your personal data and if so, we are responsible for how we store and use it.

Your Personal Data – what is it?

Personal data is any information that relates to a living individual who can be identified from that data. Personal data which we collect includes your name, address, date of birth, telephone number, email address or photograph.

How do we collect and use your personal data?

If you become involved in any aspect of our work in whatever way, we may collect personal data about you.  We may do this through conversations, at events or during visits to your organisation, or if you speak with us over the phone, or contact us via email or social media, to discuss particular pieces of work. We may also ask you to complete personal data on a form.

We will keep your personal data up to date and store it securely. We will put appropriate technical measures in place to protect it from loss, misuse, unauthorised access and disclosure, and not collect or retain excessive amounts of personal data. 

We are using the following external providers to store and move data securely -

Gandi - the host for our website domain name and PW email addresses; and Mailchimp to manage our mailing list.

We are also using Gmail for some of our communications.

All data is securely encrypted.

What is the purpose and legal basis for storing and using your personal data?

Prisoners Week Scotland is a charity registered in Scotland and we process your personal data as a necessary part of obtaining your consent and carrying out our work in line with good practice and our legitimate interests.

How long do we keep your personal data?

We keep your personal data for no longer than is necessary for the purposes described in this notice or otherwise allowed by law.

Your rights around your personal data

Your personal data is protected by legal rights. These include the right in certain circumstances to:

·       request a copy of your personal data held by us;

·        ask for your personal data to be erased, for example, if we no longer need it for the purpose we collected it;

·       request that we suspend the processing of your personal data, for example if you want us to establish whether it is accurate or the reason for processing it;

·       object to the processing of your personal data

·       if our processing of your personal data relies on your consent, you also have the right to withdraw your consent at any time and the right to ask for your personal data to be transferred to another organisation (known as the right to data portability).

For more information or to exercise your data protection rights please contact our Data Protection Officer using the contact details below. There are other rights not listed here and exemptions may apply in some circumstances.

If you are unhappy about how your personal data has been used please refer to our complaints policy. You also have a right to complain to the Information Commissioner's Office – contact details below - which regulates the processing of personal data.

Contact Details

If you have any questions, queries or complaints, and to exercise your personal data rights, please in the first instance contact Prisoners Week Trust at admin@prisonersweek.org.uk.

Prisoners Week Trust
c/o Sanctus Media
Bo'ness Business Centre
12-16 Corbiehall
Bo'ness EH51 0AP

The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh EH8 8FT

Telephone: 0303 123 1115
Email: scotland@ico.org.uk