Privacy Notice

Craigmillar Literacy Trust Privacy Notice

Who we are

Craigmillar Literacy Trust is a small community-based charity. We have been running in the Craigmillar community since 1998. We have a number of literacy projects which include Craigmillar Books for Babies and the Craigmillar Book Festival.

We are committed to maintaining the trust and confidence of everyone who joins or engages with our projects.

This is our Privacy Notice. It sets us when and why we collect your personal information, the limited circumstances under which information is shared, how we use it and how we keep it secure.

Types of data we collect

Project Joining forms for parents/carers and children

As part of a registration process to join any of our projects, we collect personal information. We do this through the use of a joining form. Joining forms are for parents/carers to complete. We use that information for a couple of reasons: to send you newsletters or invitations to events in the post;  to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied; to monitor how well we are doing.

We may not always ask for the following information but if we do we will always get your consent to provide us with this information:

Your child’s name and date of birth

We ask for this so we can send out newsletters and invitations to your child, keep track of what book bags they have received and provide age-appropriate books and information. We also use this for statistical purposes.

Your name and address

We ask for this so we can post out quarterly newsletters and send you relevant information about our projects. We are funded to work in certain postcode areas so we will use this information for monitoring and statistical purposes.

Your contact phone number

We ask for this so that we can contact you by phone or text message to tell about events we are doing or to ask for your feedback on our programmes.

Your health centre

We ask for this for monitoring purposes so that we can direct resources such as our Book Bags to the health centres. We also use this information for statistical purposes.

Languages spoken in the home

We ask for this for monitoring purposes and so that we can provide dual language books and information to you if necessary. We also use this information for statistical purposes.

Permission to check information is accurate

We ask for your permission to check with your health visitor that we hold the correct contact information for you and your child. We will only do this if we have a reason to think that contact information may be out of date. For example, if a newsletter we post out to you is returned to us it may indicate that you no longer live in the area and we need to remove your details from our records.

Photo permission

If you join our projects at one of our events we will seek your permission for photographs.

Company Membership Forms

Craigmillar Literacy Trust is a membership organisation and subject to company law. When you become a Member you will be required to complete a Company Membership form. This information will be used to contact you about the Craigmillar Literacy Trust AGM and to keep you informed about the work of the charity. This information may be shared with Companies House but only for the purposes of compliance with Company Law.

This information is stored securely on a database. If you no longer wish to be a member please contact the Company Secretary

Email addresses

If you provide us with your email address we will only use it for the purposes you provided it for. For example you may ask us to email you information about a group or activity we run. We will only send you that information and we will not keep your email address unless you want us to.

If you do want to receive marketing information from us on a regular basis you can email info@craigmillarbooksforbabies.org.uk as we currently do not operate a subscription service.

If you receive regular marketing emails you will always be given the option to opt-out.

We will never share your email address with any other agencies or organisations without your permission.

Storing information

Personal information is held securely in the Craigmillar Literacy Trust office. Project joining forms are kept in a secure locked cabinet. The information from the joining form is kept on a database. Databases are only kept on main computers.

Company Membership forms are kept in a secure locked cabinet. The information from the membership form is kept on a database. Databases are only kept on main computers.

We do not share personal information you provide with any other agency unless we have a legal obligation to do so. For example if you are a Company Member we may be required to share information with Companies House under Company Law.

Your consent will always be sought if we feel there is a need to share personal information and we will always make this decision with you.

We do share anonymised personal information with our funders and partner agencies for monitoring and reporting. For example a funder may want to know how many children under the age of 4 joined our project over the course of a year. We can provide this information without identifying you or your child.

Access to your personal information

You are entitled to view, amend or delete the personal information that we hold about your or your child. Please email your request to:

Kara Whelan info@craigmillarbooksforbabies.org.uk

 

Changes to this Privacy Notice

This Privacy Notice will be reviewed by end of June 2019