Privacy Policy

Please see Scottish Fair Trade Forum’s website for their full privacy policy: https://scottishfairtrade.org/privacy-policy/

Data will only be collected and kept for the purposes of the International Fair Trade Towns Conference 2025.

Privacy Policy

In line with data protection legislation in the UK, it’s important that we make clear how and why we use personal data. This policy sets out the details but please email info@sftf.org.uk should you need to discuss anything relating to this information.

The Scottish Fair Trade Forum works on the basis that it has a legitimate interest to use the data provided by members, subscribers, event attendees and others who provide us with their personal data.

The privacy and security of personal data is very important to us and we take the responsibility seriously.

About Us

The Scottish Fair Trade Forum is Scotland’s Fair Trade network and takes a lead on Scotland’s Fair Trade Nation campaign to build support for Fair Trade as way of doing business and trade that ensures justice, equity and sustainable development.

The Scottish Fair Trade Forum is the data controller and is a registered Scottish charity, number SC039883, and a Scottish registered company, number SC337384. Any reference to ‘us’, ‘we’, ‘our’, ‘data controller’ is in reference to the Scottish Fair Trade Forum.

If you have any Data Protection concerns you can email info@sftf.org.uk.

What personal data do we collect and where from?

This Privacy Policy applies if you’re a member, volunteer, supporter, employee or use any of our services, visit us online through websites or apps, email, call or write to us.

We will never sell your data and will only share it with companies when it is necessary, there is a legitimate interest, or where explicit consent has been given and the privacy and security of the data is assured.

We collect personal data in connection with specific activities such as membership requests, booking onto an event, volunteering, conducting research, employment, making donations, registering for e-newsletters etc.

Personal Data collected may include:

Your title
Your name
Your contact details which include email, postal address and telephone number
Your payment details where necessary

Personal data provided by you

This is information you give when interacting with us, for example when joining as a member or registering for an event, applying for a job, taking part in research surveys, or through other social media functions on our website, entering a competition, promotion or survey, or by corresponding with us (by phone, email or post).

We will only ask for relevant information to enable us to fulfil our obligation to you or provide the service requested. The exact type and quantity of information we collect and how we use it depends on why you are providing it.

For members, we only ask for information relevant to our work and to the membership category applied for.

We may automatically collect technical information about you and your visit when you visit our website (covered in our Cookie Policy).

For members, we only ask for information relevant to our work and to the membership category applied for.

We may automatically collect technical information about you and your visit when you visit our website (covered in our Cookie Policy).

Personal data created by your involvement with us

Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns and events.

Sensitive Personal Data

This includes, but is not limited to, racial or ethnic origin, political belief, sexual orientation. At times we’ll collect sensitive personal data for Equal Opportunities monitoring but this is only ever analysed at an aggregate level.

Volunteers

We may request data from you specifically related to volunteer activities you undertake (e.g. references, criminal records, details of emergency contacts, medical conditions etc.). The data requested will be related to the activity undertaken.

How do we use your personal data?

Personal data provided to us will be used for the purpose or purposes at the time of collection or registration where appropriate, in conjunction with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

Non-members who use Scottish Fair Trade Forum products, services and activities

We have to hold the details of the people who have requested a service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.

For example, we might send information about people who have registered for an event to the venue for the event so they know who is at the venue in case of an emergency.

When people do subscribe to our services or register for our events, they can cancel their subscription or registration at any time and are provided with an easy way of doing this.

Recruitment and employment

To comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees (see Sensitive Data section above). In certain circumstances, we may process personal data or sensitive personal data without explicit consent. Further information on what data is collected and why it is processed is given in the Scottish Fair Trade Forum Staff Handbook.

What is the legal basis for processing your data?

In order to process information we must have a lawful reason for doing so. The four most common reasons why we process data include:

Contractual

Legitimate interest

Consent

Legal Obligation

We will only use your personal data on the relevant lawful grounds as detailed above.

Below are the main uses of your data which depend on the type of relationship we have with you and how you interact with our services, websites and activities.

Single Issue Use

We may request your personal data in order for us to provide you with a single use service. This may include, but is not limited to, information about an event or campaign.

We will contact you about this specific use and may send you reasonable further communications about this single issue. We may also request explicit consent for other items such as contacting you about membership or other products.

Communications (non-members)

Subscribers to our e-newsletters will only be contacted with relevant Scottish Fair Trade Forum content such as, but not limited to, campaigns, events, news and member benefits. We will never pass your personal data, outside of contracted services, to any third party outside of the Scottish Fair Trade Forum.

Who do we share your data with?

In most cases, personal data will not be disclosed without consent, except where it is in the interests of the data subject and other situations as required by law e.g. the prevention and detection of crime.

We may be required to pass your data on to a third party to carry out a service, for example our e-news and events platforms or the Scottish Parliament security for Cross Party Group meetings, but we will only do this when necessary and the security of your data can be guaranteed.

How do you keep your data up to date?

You can update your personal data at any time. This includes the right to withdraw your consent to any of our member communications, apart from those required to administer your membership.

If you want to update or amend your personal data or marketing preferences you can do so in the following ways:

Email: info@sftf.org.uk

Phone: 0141 353 5611

Communication preferences must be done in writing.

Write to: Chief Executive, Scottish Fair Trade Forum, Robertson House, 152 Bath Street, Glasgow G2 4TB.