Last Revision: April 2025
Who we are:
Space @ The Broomhouse Hub is a Registered Charity No. SC003706 & Company Limited by Guarantee, registered in Scotland SC320027. Our registered address is 79/89 Broomhouse Crescent, Edinburgh, EH11 3RH.
This policy applies to all entities under Space and outlines how we collect, use, and protect your personal data, in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
What this Privacy and Cookie Policy covers:
Space is committed to protecting your information, whether you are a donor, staff member, volunteer, service user, or supporter. This policy explains how Space and all of its subsidiaries may collect and use the information you provide to us and that we collect, whether online, via phone, email, in letters or in any other forms of communication.
We ensure that if we use your information, we do it in accordance with all applicable laws concerning data protection, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
This policy explains:
- What information Space may collect about you
- How we may use that information
- Whether we might disclose your details to anyone else
- Your choices and rights regarding the information you provide to us
- How we may use cookies to provide services to you and improve our website services
By using our website or any of our services, or providing us with any data, you agree to the terms outlined in this policy.
This Privacy Policy may be updated from time to time so you may wish to check it each time you submit information to us. The date of the last update is given at the bottom of the page.
Where there are significant changes to this policy we will either contact you directly or place a new article in the ‘News’ section of our website.
Information we collect:
We may collect information in the following ways:
- Information you give us: This includes details you give when engaging with our social media or message boards, making a donation, registering for an event or service, applying for a position, or otherwise communicating with us. For example, when you register, we may ask for your name, email address, and telephone number to create an account or record.
- Information from third parties: We may receive information about you from trusted partners whom we work closely together in performance of our work. for example, a referral from public authority, to allow us to make contact with someone who may need our support. Such sharing is always in line with data protection laws and only occurs when necessary.
- Publicly available information: We may collect publicly available data about individuals for specific purposes, this can include information obtained online or other media, such as potential donors (for example, to identify their motivations for donating), public figures (for example, MPs or local authority figures), and future candidates for employment. Any information collected in this way will be relevant to a specific project and deleted as soon as it is no longer needed.
- Sensitive personal data: We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, for example, when arranging accessibility accommodations for an event, or in relation to a fundraising activity like a marathon. If we ever need to collect health or sensitive information (such as lived experience relevant to one of our programmes), we will explain clearly what we are collecting and why at the time.
- Website users: Information on cookies can be found further down the page.
Job applicants:
If you apply to work or volunteer at Space in any capacity, the information you give us may only be used to process your application and to monitor recruitment statistics. If we want to disclose information to someone outside Space, for example, if we need a reference, we will make sure we tell you beforehand, unless we are legally required to disclose the information without prior notice.
If you are unsuccessful in your application, your information will normally be securely destroyed after the shortlisting or interview process. However, we may ask for your written permission to retain your details in case a suitable opportunity arises in the future. If you provide this permission, we may retain your information beyond the standard retention period.
We may also retain anonymised, non-identifiable statistical information to help us improve our recruitment process. If you commence employment or any working relationship with Space, your data will be processed in accordance with your employment contract or volunteering agreement and other applicable policies.
How we may use your information:
Your information may be used for a number of purposes, including:
- Provide you with the services, products or information you have requested or which we feel may interest you where you have consented to being contacted
- Process donations we may receive from you
- Fundraise in accordance with our internal policies and procedures
- Create an account for you if you register with us
- Provide you with information about our work or our activities that you have agreed to receive
- Fulfil sales contracts you have entered into with us
- Invite you to participate in interactive features on our website when you choose to do so
- For administration purposes (for example we may contact you regarding a donation you have made or the event you have registered for)
- For internal record keeping, including the management of any feedback or complaints
- Invite you to participate in surveys or research (although this is voluntary)
- We may analyse the information we collect about you and add publicly available information to create a profile of your interests, preferences and level of potential donations so that we can contact you in the most appropriate way and with the most relevant information
- Comply with legal obligations or respond to lawful requests from authorities
- Carry out fraud prevention or credit risk checks, where necessary
Marketing communications:
We may contact you for marketing purposes by email, text message, or via WhatsApp, but only if you have given your consent. By subscribing to our marketing emails and providing us with your contact details—or by not selecting the option to opt out—you give us permission to use this information for relevant updates and, where applicable, for advertisement targeting.
We may also send you service communications by email, text, or WhatsApp—for example, confirming a booking or responding to an enquiry.
If you have provided us with your postal address or telephone number, we may contact you by post or phone about our work—though this is rare and typically limited to general communications. Let us know if you’d prefer not to receive any such contact.
You are always in control of how we contact you. You can:
- Click ‘unsubscribe’ in any marketing email
- Reply ‘opt-out’ to any marketing text
- Contact us directly to update your communication preferences (see the contact details at the end of this policy)
Your information will not be used for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, your details will be retained on a suppression list to help ensure that we do not continue to contact you for these purposes.
Information sharing and disclosure:
In addition to the circumstances outlined elsewhere within this policy, your information may be shared with other Space entities, trading subsidiaries, suppliers or service providers only to provide the products or services you’ve requested. For example, we may share your details with a delivery company if we’re sending you goods, or with an IT provider supporting our systems.
Your information may be shared with carefully selected third parties, which would include our trusted partners that work with us in connection with our charitable purposes, and other entities that act as fundraisers for Space, sell Space products or provide Space information and marketing (subject to your communication preferences and our internal policies and procedures). From the outset of any relationship with any such third party which may require the sharing of personal information, a data-sharing agreement will be put in place containing a contractual requirement for all parties in the relationship to comply with the terms of this policy as well as all applicable UK GDPR regulations.
We will never sell, swap, or share your personal data with third parties for their own marketing purposes or for any commercial gain.
Your information may be disclosed to third parties if we are under a duty to disclose your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to our website or other applicable terms and conditions) or to protect Space, for example in cases of suspected fraud or defamation.
Under 18s:
We are committed to protecting the privacy of children and young people that engage with us whether through our support services, educational programmes, events, or activities on our website or in schools.
Our fundraising events also request specific information about the age of participants. If you are under 18 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. When information is collected about a child or young person aged under 18 it will be made very clear as to the reasons for collecting this data and how it may be used.
Inappropriate website content:
If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our forums or social media pages, your personal information may be used to inform relevant third parties such as your internet provider or law enforcement agencies.
Where we may store your information:
For financial and technical reasons your information may, on occasion, be needed in order to use the services of a supplier outside the European Economic Area (EEA), however such information will be held in compliance with applicable European data protection regulations. By submitting your personal information you agree to this potential transfer, storing or processing at a location outside the EEA. All reasonably necessary steps will be taken to ensure that your information is kept securely and in accordance with this privacy policy and relevant data protection laws, including the UK GDPR.
We ensure that your information is:
- Handled fairly and lawfully
- Kept for limited purposes as outlined in this policy
- Only retained to a level that is adequate, relevant and not excessive
- Accurate and up to date
- Not retained for longer than necessary
- Processed in line with the data subject’s rights
- Stored securely
Electronic records are encrypted and stored on secure servers, with a firewall in place to guard against unsolicited access from outwith Space. Access to folders is restricted by password according to the relevance of the folder’s contents to each individual user, with monitoring reviews of these access rights being performed regularly.
Where personal information cannot be held electronically, the hard-copy documentation is securely stored in a locked offices or cabinets, with access limited to authorised staff.
Records will be kept for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. When your information is no longer required, it will be disposed of in a secure manner.
Individuals’ privacy rights:
Under the UK General Data Protection Regulation (UK GDPR), you have the following rights:
- Be informed about the collection and use of your personal data
- Access and receive a copy of your personal data, and other supplementary information
- Have inaccurate personal data rectified, or completed if it is incomplete
- Request the deletion of your personal data in certain circumstances
- Request the restriction or suppression of your personal data
- Obtain and reuse your personal data for your own purposes across different services
- Object to the processing of your personal data in certain circumstances
- Be informed about automated processing of personal data
The rights for individuals summarised above are not absolute and conditions and/or exclusions apply in most cases. Refer to the Information Commissioner’s Office’s website for further details. To enact any of these rights, you should contact Space using the email address at the top of this page.
If you would like to exercise any of your rights, please contact us at admin@spacescot.org.
If you have concerns about how we handle your data or how your request has been managed, we encourage you to reach out to us directly first.
You also have the right to raise a concern or make a complaint to the Information Commissioner’s Office (ICO) at any time.
Cookies:
Cookies are small text files placed on your device when you visit a website. They are widely used to improve the performance of a website, for saving different options and to provide website owners with information on how the site is being used.
Space uses cookies particularly through Google Analytics to collect data. We need this data to understand how you use our website so we can improve its design and functionality. We also need the data to get the most out of our marketing campaigns.
The information collected may include general demographic data and your interests based on how you interact with our pages, but it does not personally identify you.
You can control or disable cookies at any time by adjusting your browser settings. Please note that disabling certain cookies may affect how our website functions for you.