Protecting your personal data
1. This document outlines our data policies and processes. If you have any questions, requests or concerns relating to your personal data privacy please contact the Secretary at email@example.com.
2. The Kintail Mountain Rescue Team (KMRT) is a registered charity (SC004625). Its objects are to:
i) relieve the distress and suffering of persons endangered by accidents or natural hazards or lost in the mountains and countryside of Scotland and in furtherance therefore but not otherwise;
ii) provide a service to help in the efficient search for and rescue of persons in danger or lost anywhere where a search is practicable.
help educate the public, through talks and demonstrations, about the use and dangers of the outdoor environment.
Personal data —what is it?
3. Personal data is information which relates to an identifiable person who can be directly or indirectly identified.
Sensitive personal data
4. We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation). However there are some situations where this will occur (e.g. if you volunteer with us). If this does occur, we will take extra care to ensure your privacy rights are protected.
Why we collect and process personal data
5. We may collect and process your personal data for one or more of the following purposes. Either because it is necessary:
i) for our legitimate interests in fulfilling the objects of the KMRT
ii) for a contract we have with you
iii) to protect someone’s life
iv) to comply with the law
v) or, if we have your consent.
6. Any personal data you provide will only be used for these purposes. KMRT may share your personal data with other members and volunteers of KMRT. This will only be where it is necessary for the efficient and/or effective administration of the Team. In the event of callouts, we may also share Team personal data with another mountain rescue team’s search manager, leader, Police Scotland or other emergency agency. Otherwise, personal data held by us will not be passed to any third parties.
7. We may hold personal information about you if you:
i) are a member, an aspirant member of KMRT or have been a member of KMRT
ii) are a volunteer for us
iii) receive payments from us
iv) have written to us
v) visit our website.
8. The type and quantity of information we collect and how we use it depends on why and how you are providing it.
9. Members and trainees — we usually collect:
i) your name
ii) your contact details (address, 24/7 phone numbers, email)
iii) details of next of kin, medical conditions, etc.
10. Supporters — if you support us, for example by making a donation or acting as a volunteer, we usually collect:
i) your name
ii) your contact details (address, phone numbers and email)
iii) your bank details, if we make payments to you
11. If you volunteer as a casualty, we may also ask for information relating to your health.
12. If you make a donation to us through “Just Giving”, any personal data you provide is subject to the terms of their Privacy Notice (for more details see https://www.justgiving.com/info/privacy-policy-versions/privacy-policy-v20).
13. We will not hold personal data on people under 18 years old.
When we collect your information
14. We collect information in a number of ways:
i) when you visit or submit an enquiry to us through our website
ii) when you write to us
iii) when you make a donation
iv) when you apply to become an aspirant member
v) when you undergo assessment
vi) when you make a complaint
vii) when investigating potential misconduct, mismanagement or misrepresentation
viii) when seeking references about you from appropriate referees, e.g. a leader of an aspirant member’s mountain rescue team
ix) when taking photographs or videos of training or operations
How we may use your data
15. Some of the usual ways we may use your information include:
i) Organising and recording training
ii) Organising and recording assessments
iii) Administering the Team, e.g. organising meetings
iv) Considering aspirants’ suitability for membership from personal references
v) Keeping members, volunteers and aspirant members informed about our activities, or Scottish Mountain Rescue activities, including keeping records of meetings and training attendance
vi) Acknowledging receipt and sending a thank you for donations
vii) Providing mobile phone numbers of team members to Police Scotland, other mountain rescue teams or other search managers out on call
viii) Operation of and updating of our web and Facebook sites
Photography and video
16. We may use or store photographs, audio and video data taken during training for promotional and archive purposes. When this is done, we will ensure data subjects involved are aware this is happening and the context in which the photos, audio or videos will be used.
How long we hold your personal data
18. We may hold your personal data for as long as:
i) you are a member, trainee or volunteer
ii) you contribute to the objectives of KMRT
iii) you are in correspondence with us
iv) is necessary for the purposes mentioned at para 5
v) is necessary to comply with any legal requirements on us. For donations this is 6 years after the end of the financial year in which the donation is made.
19. We may hold some personal data indefinitely, e.g. relating to the history of KMRT. If so, it will not be used in connection with decisions affecting particular individuals, or in a way that is likely to cause damage or distress. Notwithstanding this, such data will be deleted when it is no longer needed for historical, statistical or research purposes. We will ask for permission first.
20. We use software to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to the website.
21. We implement security measures appropriate to risks we have identified. These ensure the confidentiality, integrity and availability of personal data held or processed by us.
Links to other websites
22. Our website contains links to other websites. This privacy notice does not cover the links within our site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
23. You can complain to us in respect of privacy by contacting the Team Secretary at firstname.lastname@example.org. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
Changes to this policy