Last Updated: Friday 28 August 2025

 

1.  Who We Are: Friends of Stoneworks Orkney is a charity registered in Scotland (SC050892). Our mission is the:

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• Relief of those in need by reason of  poeverty, age, ill health, disability, financial hardship or other disadvantage 

• Advancement of citizenship or community development for people and communities in Orkney.\

 

We achieve the above by engaging in fundraising activities then make donations or gifts to support the work of other organisations and charities in Orkney.

 

Our website address is: www.friendsofstoneworksorkney.co.uk

 

2.  Introduction: This Privacy Policy explains how Friends of Stoneworks Orkney collects, uses, and protects your personal data. We are committed to protecting your privacy and being transparent about what information we collect and how we use it. By using our website and providing your information, you agree to its collection and use as described in this policy.

 

3.  The Data We Collect About You: We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

 

• Identity Data: Title, first name, last name.

• Contact Data: Billing address, email address, telephone numbers.

• Financial Data: We do not store your credit or debit card details. These are collected and processed securely by our third-party payment processors (e.g., Stripe, PayPal). We will only receive information necessary to process your donation or raffle ticket purchase (e.g., the last four digits of your card, the amount, and the date).

• Transaction Data: Details about donations you have made, raffle tickets purchased, and any prizes won.

• Technical Data: Internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website. This is collected via cookies.

• Usage Data: Information about how you use our website.

 

4.  How We Collect Your Data: We use different methods to collect data from and about you:

 

• Direct Interactions: You may give us your Identity, Contact, and Financial Data by filling in forms on our website or by corresponding with us by post, phone, or email. This includes personal data you provide when you:

• Make a donation;

• Purchase tickets for our monthly raffle;

• Contact us with an enquiry.

• Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns: We collect this personal data by using cookies and other similar technologies.

 

5.  How We Use Your Data: We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

 

• To process your donation or raffle ticket purchase (Performance of a Contract).

• To manage our relationship with you, which includes notifying you about changes to our terms or privacy policy, or asking you to leave a review (Performance of a Contract / Legal Obligation).

• To administer and protect our charity and this website (Legitimate Interests).

• To manage the monthly raffle, including contacting you if you are a winner to arrange delivery of your prize (Performance of a Contract / Legitimate Interests).

• To send you marketing communications by email about our ongoing work, future fundraising events, and next month's raffle, but only if you have explicitly consented to receive this. You can opt-out of marketing at any time (Consent).

 

6.  Legal Basis for Processing: Our legal basis for processing your personal data is:

 

• Consent: For sending marketing communications via email.

• Contract: To fulfil our obligations from your donation or raffle ticket purchase.

• Legal Obligation: Where we need to comply with a legal or regulatory obligation (e.g., keeping records for HMRC on Gift Aid).

• Legitimate Interests: To operate and administer the charity effectively (e.g., administering the raffle, ensuring website security).

 

7.  Data Sharing and Third Parties: We will never sell your personal data. We may share your personal data with the following third parties:

 

• Payment Processors: Such as ApplePay and GooglePay, to securely process your payments. These providers have their own privacy policies.

• Service Providers: Such as our email marketing platform and website hosting company (Wix), who act on our instructions and must keep your information secure.

• Regulatory Authorities: Such as HMRC for Gift Aid claims, where we are legally required to do so.

• Raffle Winners: As part of our transparency, we may publish the first name and initial of winners (e.g., "John S. from Stromness won the £100 prize"). We will seek your explicit consent before publishing any further details.

 

8.  Data Security: We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your personal data to those volunteers and third parties who have a genuine need to know it.

 

9.  Data Retention: We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

 

• Financial and Transaction Data: We are required by UK tax law to keep basic information about financial transactions (including Contact, Identity, and Transaction Data) for six years after the end of the tax period in which the transaction occurred.

• Marketing Data: We will retain your data for marketing purposes until you withdraw your consent or ask us to delete it.

 

10.  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.

• 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 object to processing – You have the right to object to the processing of your personal information in certain circumstances.

• 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.

• Your right to withdraw consent – You can withdraw your consent for marketing at any time by clicking the "unsubscribe" link in any email or by contacting us.

 

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 [Insert Email Address] to make a data subject request.

 

11.  Cookies: Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. You can set your browser to refuse all or some browser cookies, but this may affect your website experience.

 

12.  How to Complain: If you have any concerns about our use of your personal information, you can make a complaint to us at info@friendsofstoneworksorkney.co.uk.

 

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

 

ICO address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Helpline number: 0303 123 1113

ICO website: www.ico.org.uk