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Edinburgh Refugee Sponsorship Circle Privacy Notice


Our contact details 

Name: Edinburgh Refugee Sponsorship Circle (ERSC)

Address:308 Ferry Road, Edinburgh

Phone Number:

We keep this policy under regular review, it was last updated October 2020

The type of personal information we collect 

We currently collect and process the following information from people who are interested in being contacted about our work and those wishing to become members:

  • name; 

  • email address; 

  • phone number; 

  • address; and 

  • date of birth.

We also collect some of this information from those who wish us to claim Gift Aid on donations made through our fundraisers.

How do we collect personal information? 

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To provide you with information about our organisation’s activity;

  • To ask you for assistance in achieving our organisation’s purposes;

  • To facilitate your membership with the organisation. 

Cookie usage

The website uses  'cookies' - these are small files that contain that are stored on the hard drave of your computer and means the website recognises you when you click onto it. They collect anonymous statistical data about your browsing actions. We use these to help us to monitor our website usage and improve our website.

It is possible to switch off cookies by setting your browser preferences. Although unlikely, turning off cookies may result in a loss of functionality when using our website.


How do we use personal information?

We use the information that you have given us in order to:

  • Occasionally send newsletters and/or other updates about the organisation’s activities;

  • Ensure all member’s personal information is included in our membership register in line with our obligations under the Charities and Trustee Investment (Scotland) Act 2005 and our governing document;

  • Ask you for your assistance in supporting, volunteering and organising on behalf of the organisation;

  • Claim Gift Aid on eligible donations from HMRC.

  • Collect information via Google Analytics on IP address, and information regarding what pages are accessed and when.

We may share this information with members of our organisation, Board Members, the Scottish Charity Register (OSCR) or other such regulatory bodies as may require information about you (such as HMRC).

What is the lawful basis for collecting personal data?

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information is your consent. We also collect data when it is necessary for the performance of a contract, or to take steps to enter into a contract. Finally we collect data when it is necessary for the purposes of legitimate interests of the organisation, except where such interests are overridden by the interests, rights or freedoms of the data subject. You are able to remove your consent at any time. You can do this by contacting


How we store your personal information 

Your information may be securely stored in our organisation’s drive, in our register of members (if applicable) and/or by our third-party fundraising platform. 

How long do we keep your personal data for?

We keep the information provided to us by members of the public you have provided us with, for as long as they would like to be kept up to date, or a member of the Edinburgh Refugee Sponsorship circle or as long as it takes us to fulfill . IfWhen you do not wish to receive information from us, or leave us a member, you will need to contact us and ask us to delete your information, which we will do within 7 days.

We keep information about the members of the families sponsored by ERSC for at least two years to help us fulfil our community sponsorship obligations.


Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to withdraw your consent- You have the right to withdraw your consent to us processing your personal information in certain.

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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at if you wish to make a request.


How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane





Helpline number: 0303 123 1113

ICO website:

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