SCVO training & events privacy notice

Who we are

The Scottish Council for Voluntary Organisations (SCVO) is a Scottish Charitable Incorporated Organisation. We are a charity registered in Scotland SC003558.  Our registered office is Mansfield Traquair Centre, 15 Mansfield Place, Edinburgh, EH3 6BB.

This privacy notice tells you what data we collect and what we use it for.  It covers:

• SCVO training programme
• SCVO-run conferences and events
• SCVO online events and training
• The Scottish Charity Awards
• The Gathering

What information do we collect?

We collect a range of information from delegates including (but not limited to) name, job title, organisation, address, phone number, email, access/dietary requirements and name/email for your organisation's nominated training coordinator (if you have one). 

Photography and filming may occasionally take place at our events. This is used for publicity purposes by SCVO.  If you have stipulated that you do not wish your photograph to be taken/used for publicity, you will be given a yellow badge to wear and no images featuring you will be used. 

If we are recording an online event where participants are visible, this will also record your biometric data such as your face and your voice (if you choose to participate in discussions).  

How we use the information?

We use your information to contact you with confirmation of your booking/ attendance. We also use it to send reminder emails and information about the event. It is used to produce delegate lists, certificates of achievement and to issue invoices.  

We will also ask you for feedback after you have attended an SCVO event, training course or webinar. 

We may also contact you if we think you may legitimately be interested in other SCVO events, services or activities. 

When appropriate/ necessary we share your details with relevant third parties including trainers, caterers, venues and additional support providers for administration of the event and to ensure your needs are met. 

The majority of events at the Gathering are hosted by external organisations, if you book onto an event at the Gathering your information will be shared with the host of that event.

Photographs and films taken at SCVO events will be used for SCVO publicity – including website, social media and publications and promotional materials e.g. banner stands, presentations. 

If we are recording an online event, this will be clear at the point where you register to attend. It will also be clear whether we will make the recording publicly available after the event and where e.g. youtube, on social media, the SCVO website. 

SCVO uses zoom for our online events with encryption. Access to online events is only granted to people who have pre booked, this is for security purposes. 

Your information will also be anonymised for reporting purposes. 

Your information will be held for two years and then deleted. 

Your rights over your information

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. 

You can also ask us to give you a copy of the information and to stop using your information. 

To submit a request for your data, please contact us by email, post or telephone, please use the contact information provided below. 

How to contact us

You can write to us at the above address or contact us by email or phone at:  enquiries@scvo.scot or 0131 474 8000

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner's Office online at https://ico.org.uk/concerns or by phone on 0303 123 1113.