Looking after your personal information and making sure you can exercise your privacy rights is a priority for The Richmond Fellowship Scotland. This notice explains how we do this and tells you about your rights.

Who we are

Your personal information will be held by The Richmond Fellowship Scotland (TRFS). References to ‘we’, ‘our’ and ‘us’ are references to TRFS.  

TRFS can be contacted as follows:-

Our postal address:            

The Richmond Fellowship Scotland
3 Buchanan Gate
Buchanan Gate Business Park
Cumbernauld Road
G33 6FB

Telephone number: 0141 779 6300

Email: dpo@trfs.org.uk


What we process your personal information for

  •  We use the information gathered from you on the Contacts screen to enable us to answer your query.
  •  To gather information if you are applying for a job with us
  • We may use other technologies such as cookies. TRFS only use anonymised information from cookies unless you explicitly give your permission for the cookie use.  Please see our cookie policy for further information.

Lawful Basis

We use one of the following basis for holding your data:-

  • Consent
  • Performance of a Contract
  • Legal obligation
  • Vital interests
  • Task carried out in the public interest
  • Legitimate interests which will cover the following:-
    • To analyse our business in order to develop our products, services, websites and advertising materials so that we can provide the best services to our customers.
    • To contact you regarding your query.
    • In order to track and evaluate how customers use our websites to help us to identify service improvements.

What types of personal information we collect

In order to provide services to you, we need to collect certain personal information. We may also be required by law, or as a consequence of any contractual relationship we have, to collect your personal information. If you do not provide this information to us, it may prevent or delay us fulfilling our obligations or performing services.

When you use the Contacts screen we use the following types of information about you:

  • information you give us, including your name, email, address and phone number

We do not ask you for any special categories of personal data (also known as ‘sensitive personal data’), which include information revealing an individual's racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and genetic data, biometric data, data concerning health or data concerning an individual's sex life or sexual orientation.

However, we may process information that includes special categories of personal data in the following circumstances:

  • if you voluntarily provide us with any special categories of personal data (for example, details about your health), we may process this information as needed to assist you or carry out your requests. We will only process this information when we have your consent or we are otherwise allowed to by law.

What we use your personal information for

When we use your personal information the law says we have to be able to show that we have a lawful ground for doing so. Lawful grounds can include:

  • when we have a legal obligation
  • you have consented to this
  • when it is necessary to carry out a contract with you or to take steps to enter into a contract with you
  • when it is in our legitimate interest.

When we process personal information on the basis that it is in our legitimate interests to do so we will have undertaken an assessment to ensure our processing is transparent, proportionate and does not unfairly prejudice your interests.


What we may process your personal information for

We use personal information that you provide to respond to your contact request


Where we collect personal information from

We will collect personal information about you from the Contact page on our website

Information you give us:

We collect personal information directly from you through the Contact screen

Transfers to non-EEA countries and safeguards

We currently do not transfer data outwith the European Economic Area (EEA). If this were to change then we will ensure appropriate safeguards are in place to protect your personal information in the same way as it would be if it was being processed in the EEA. These safeguards will include at least one of the following:

  • Transferring to a country that has been assessed as having a framework of privacy laws that give you the same level of data protection as the EEA;
  • We have a contract in place with the recipient of the information that requires your data is protected to the same standard as in the EEA; and/or
  • The recipient is Privacy Shield certified (relevant only where your personal information is transferred to an organisation in the United States). More information about Privacy Shield can be found at: https://www.privacyshield.gov/welcome

Please contact us if you would like more information on these safeguards or you can find out more about these safeguards on the European Justice website:


How long we will keep your personal information

The length of time we will retain your information will depend on how long our relationship lasts. We will retain your personal information whilst you have a relationship with us or whilst we answer your contact request. We will retain the information for up to 1 year after your relationship ends to allow us to respond to any questions or complaints, to maintain evidence we have treated you fairly, to maintain accounting records and to maintain an effective records management approach.

We may also keep the information for longer than 1 year after our relationship ends, where necessary for legal or regulatory requirements, where the information is required in connection with any ongoing or outstanding claims or legal action, or if we can’t delete the information for technical reasons (in which case we will take appropriate measures to protect the information from further processing or use and will only process for those purposes).

 How you can get a copy of your personal information

You have the right of access to your personal information. You can exercise this right by requesting a Subject Access form using the information in the ‘how you can contact us’ section below.

Letting us know if your personal information is incorrect

If you believe that any information held by us about you is incorrect or incomplete, you have the right to challenge it. If you do this, we will take reasonable steps to check the information. If the information does turn out to be incorrect, we will update our records accordingly. If you want to let us know about information you think is incorrect or incomplete, please contact us using the ‘how you can contact us’ section below.

What if you want us to stop processing your personal information?

The right to erasure, also known as ‘the right to be forgotten’ and the right to object to processing, means you can request that we delete, remove or stop using your information when there is no compelling reason for its continued processing.

There are a wide range of legal and regulatory reasons that require us to retain and use your information, however, if you think we are processing your information without a compelling reason please contact us (see the ‘how you can contact us’ section below) and we will consider your request.

In some circumstances, we can ‘restrict’ the use of your information. While the information is restricted, it can only be used for certain limited purposes, such as bringing or defending legal claims or to exercise legal rights. It cannot be processed and shared for other 'ordinary' purposes.

You can ask us to restrict the use of your personal information if:

  • It is inaccurate.
  • It has been used unlawfully and you do not want us to delete it.
  • It is no longer relevant and you want us to keep it for the purposes of legal claims.
  • You have objected as described above and are waiting for us to decide whether we are entitled to carry on using the information.

For more details please contact us (see the ‘how you can contact us’ section below). 


Data portability

You have the right to receive personal data about you that you have provided to us where the processing is based on consent or is necessary for contract and where the processing we carry out is by automated means. If you choose to exercise this right we will send you the data in a machine-readable format. You can request that we send this data directly to another data controller. You can exercise this right by contacting us (see the ‘how you can contact us’ section below).

How you can withdraw your consent

Where you have given us your consent for any processing we do, you can withdraw that consent at any time by contacting us (see the ‘how you can contact us’ section below).


If you are unhappy with how we have used your personal information, please let us know by contacting us at dpo@trfs.org.uk. You also have a legal right to complain to the Information Commissioner’s Office and can find out more about how you can do this on their website at: https://ico.org.uk/


How you can contact us

If you have any questions, or require more information about how we use your personal information, please contact us at www.trfs.org.uk.
You can also call us on 0141 779 6300. TRFS has a Data Protection Officer, who you can contact at dpo@TRFS.org.uk if you feel we have not answered your question.


How we use Cookies

At The Richmond Fellowship Scotland we use cookies for:-

  • Analytical data – for recording how many visits have been made to our website
  • Preventing fraudulent activity
  • Improving security

What are Cookies

Cookies are small text files that are stored by your browser (e.g. Chrome, Internet Explorer, Safari etc.) on your computer or mobile device.  They allow websites to store information regarding user preferences. You can think of cookie as providing ‘memory’ for the website, so that it can recognise you when you come back and respond appropriately.

Third-party cookies

In addition to our own cookies, we may also use various third-parties cookies to report usage statistics of the Service.

Where can you find out more information about Cookies

Most web browsers allow some control of cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.