Dufftown and District Community Association
Privacy Notice
Last updated: September 2026
Who we are
Dufftown and District Community Association is a Scottish Charitable Incorporated Organisation (SCIO) supporting the community of Dufftown and the surrounding area.
If you have any questions about how we use your personal information, please contact us:
Telephone: 07928 986261
Email: hello@dufftowncommunity.co.uk
What information do we collect?
Depending on how you interact with DDCA, we may collect:
• Your name and contact details
• Your address
• Information about your use of our services
• Information provided when you make an enquiry
• Event booking and attendance information
• E-bike hire and booking information
• Membership information
• Donation and fundraising information
• Payment or banking information where necessary
• Information provided when applying for or receiving support, grants or community funding
• Information provided by volunteers
• Information relating to complaints or queries
We will only collect information that is necessary for the purpose for which we are using it.
Information about children and young people
Some of our activities and projects involve children and young people. Where we collect personal information relating to children or young people, we take particular care to protect that information and only use it where there is a clear and appropriate reason to do so.
How do we use your information?
• Provide our services and community activities
• Process bookings, including e-bike hire and events
• Respond to enquiries and requests for information
• Administer DDCA membership
• Process donations and fundraising activities
• Administer grants and community funding
• Communicate with participants, volunteers, members and supporters
• Organise and administer community events and projects
• Monitor and evaluate our projects and services
• Meet the requirements of our funders
• Manage complaints and respond to concerns
• Meet our legal and financial obligations
• Keep our records accurate and up to date
• Protect the security of our organisation, staff, volunteers and service users
Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for collecting and using personal information. The lawful basis we use depends on why we need your information.
Contract
We may use your information where it is necessary to provide a service or fulfil an agreement with you, or to take steps at your request before providing a service. For example, this may apply when you book an e-bike or another DDCA service.
Legal obligation
We may need to use your information where we are legally required to do so, for example to meet financial, accounting or other statutory requirements.
Legitimate interests
We may use personal information where this is necessary for our legitimate interests as a community charity, provided that these interests are not outweighed by your rights and interests. This may include administering our organisation, communicating with people who have contacted us, delivering and evaluating community projects, managing volunteers and maintaining appropriate records. Where we rely on legitimate interests, we will consider whether the processing is necessary and proportionate and whether it could have an unreasonable impact on you.
Consent
In some circumstances, we may ask for your consent to use your personal information. Where we rely on consent, you have the right to withdraw that consent at any time. For example, we may ask for consent where you choose to receive certain marketing communications or where consent is otherwise required.
Special category information
Some information is considered particularly sensitive under data protection law, including information about health, disability and other protected characteristics. Where we need to collect or use this type of information, we will only do so where there is a lawful basis for doing so and where an additional condition for processing special category information applies. Where appropriate, we will explain why this information is needed when we collect it.
Where do we get your information from?
We usually collect personal information directly from you, for example when you:
• Contact us by email, telephone or through our website
• Make a booking
• Join DDCA or one of our activities
• Make a donation
• Apply for funding or support
• Volunteer with us
• Attend one of our events or activities
In some circumstances, we may receive information from organisations involved in delivering or funding a project. Where this happens, we will handle the information in accordance with data protection law and this Privacy Notice.
Who do we share your information with?
We will only share your personal information where there is a legitimate reason to do so. Depending on the circumstances, this may include:
• Organisations helping us to deliver a service or project
• Our funders, where reporting requirements require us to provide information
• Professional advisers or service providers who support DDCA
• Payment providers where necessary to process payments
• Public authorities or other organisations where we are legally required to provide information
We will not sell your personal information to third parties.
Where we use external organisations to process personal information on our behalf, we take appropriate steps to ensure that your information is handled securely and in accordance with data protection law.
How long do we keep your information?
We only keep personal information for as long as we need it for the purpose for which it was collected, or where we are required to keep it by law or by the requirements of our funders. Our retention schedule sets out how long different types of information are kept. We regularly review the information we hold and securely delete or anonymise information when it is no longer required.
How do we keep your information secure?
We take appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access to personal information is limited to people who need it for their role or responsibilities.
Your data protection rights
• Ask for copies of your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your personal information in certain circumstances
• Ask us to restrict how we use your information in certain circumstances
• Object to certain uses of your information
• Ask for your information to be transferred to you or another organisation in certain circumstances
• Withdraw your consent where we are relying on consent
Not all rights apply in every situation and there are some exemptions.
If you wish to exercise any of these rights, please contact us using the details below. We will normally respond to a data protection rights request within one month.
Email: hello@dufftowncommunity.co.uk
Telephone: 07928 986261
Cookies and website analytics
Our website may use cookies and similar technologies to help the website function, understand how people use our website and improve our services. Some cookies may be provided by third-party services. Where consent is required for cookies or similar technologies, we will ask for your consent before using them. You can manage or withdraw cookie preferences through your browser or our website’s cookie controls, where available.
Marketing communications
If you choose to receive marketing or community updates from us, we will use your contact details to send you information about DDCA activities, events, projects and other relevant community information. You can unsubscribe from marketing communications at any time. We will respect your request to stop receiving marketing communications.
If you are not satisfied with our response, you can make a complaint to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
