This privacy notice tells you what to expect us to do with your personal information.
· Contact details
· What information we collect, use,and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· How to complain
Contact details
Post
Tarves Heritage Centre, 1 The Square, Tarves, ELLON, Aberdeenshire, AB41 7GX, GB
tarvesheritage@outlook.com
What information we collect, use, and why
We collect or use the following information to receive donations or funding and organise fundraising activities:
· Names and contact details
· Addresses
· Payment or banking details
· Gifts in wills
We collect or use the following personal information for research or archiving purposes:
· Names and contact details
· Addresses
· Recorded images, such as photos or videos
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Correspondence
We also collect or use the following special category information for dealing with queries,complaints or claims. This information is subject to additional protection due to its sensitive nature:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· 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. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
· Consent- we have permission from you after we gave you all the relevant information.All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you,our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o People contact us requesting information on ancestors who have lived in the village of Tarves and surrounding farms, and often make donations to help us carry on the work of the Project.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
· Consent- we have permission from you after we gave you all the relevant information.All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you,our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o People contact us requesting information on ancestors who have lived in the village of Tarves and surrounding farms, and often make donations to help us carry on the work of the Project.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent -we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply,except the right to portability. Our legitimate interests are:
o People contact us requesting information on ancestors who have lived in the village of Tarves and surrounding farms, and often make donations to help us carry on the work of the Project.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
· Directly from you
· Family members or carers
· Schools,colleges, universities or other education organisations
· Publicly available sources
How long we keep information
We will only keep your personal information for as long as it is needed for the purposes described in this notice. After this time it will be securely deleted or anonymized. Specifically:
Donations,funding, and fundraising activities
We keep financial and donation records for up to 6 years after the end of the financial year in which the transaction took place. This is to meet our legal and accounting obligations.
Research or archiving purposes
We may keep information such as names, addresses, and recorded images (e.g.photographs, videos, or documents of local historical interest) permanently in our archive, where it forms part of the historical record. Where possible,information will be minimized or anonymized, and subject to appropriate safeguards.
Queries,complaints or claims
We will normally keep correspondence and related personal details for up to 3 years after the matter has been resolved. If a legal claim is involved, we may need to keep information for up to 6 years from the date of the claim or longer if required by law.
If you have given consent for us to use your personal information (for example, to stay in touch), we will keep it until you withdraw your consent or ask us to delete it.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
01/09/2025