Privacy Policy

A guide to the use of your personal data

This policy describes and governs the collection, storage and use of personal information collected by us - in particular about our members and potential members. It provides you with details about the personal information that we may collect from you, as well as how we use that information.

1. Who we are
Scottish Borders Young professionals is a non-registered voluntary association in Scotland. For the purpose of data protection laws, we are the "controller". That means that we’re responsible for looking after the personal information that we hold about you the “data subject”. We’ll use your personal data fairly, lawfully and in a transparent manner, and in accordance with data protection laws. You may contact our Data Protection Officer at  

2. The information we collect about you

a. Information you give to us

You may give us information about you by filling in forms on our website or by contacting us by phone, e-mail, SMS, chat or other means. This includes information you provide when you sign up to one of our mailing lists, register to use our site or online services, search, enter a competition, promotion or survey, and when you report a problem with our site. We may ask you to provide the following information:

  • Your name
  • Your age and date of birth
  • Your postal address
  • Your phone number (land line and/or mobile)
  • E-mail details
  • Photograph;
  • Financial and credit card (or other billing information)

b. Information we collect when you visit our website or when you contact us

Each time you visit one our website, we’ll automatically collect the following information: 

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; 

Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time), pages you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call us.

c. Information we collect from other sources

We work with certain other third parties and we may collect information about you from them. This information may include:

  • Data from analytics providers
  • Data from search information providers

3. How we will store your information
We (or a third party acting on our behalf) may collect, store and use your personal information listed in section 2 above for the following purposes:

  • To bill you for membership opportunities, sponsorship offers or any other business to business/ business to consumer transaction; as and when they may occur.
  • To communicate with you in relation to your membership with us, including by post, email, online account (when available).
  • To allow you to participate in interactive features (e.g. on our website) and as part of our efforts to keep our website safe and secure and to administer our website for internal operations.
  • To create personalised messages and content for you;
  • To contact you (including by telephone & e-mail) with membership opportunities and/or service information that you’ve opted in to receiving from us.
  • To create profiles and marketing opportunities where you have explicitly consented for your data to be used for such purposes; and in connection with market research activities.
  • We will not keep personal information longer than is necessary for the purpose or purposes for which they were collected. Please see section 12 of this policy for further details.

4. Who we share your information with
We may disclose your personal information in respect of the purposes listed above with the following organisations: 

  • Our trusted third-party service providers that we use in order to provide the membership offers & services/ Sponsorship agreement you sign up for. 
  • Government and/or regulatory bodies, such as the Information Commissioner’s Office, in order to comply with our legal obligations
  • The police and other crime prevention agencies.
  • Third parties where there is a legal duty to disclose information;
  • Our online email providers and contractors who send out post and other communications for us in order to send you information about your membership and related products and services.
  • Payment providers/ facilitators.

5. Using your data for marketing purposes

If you have a membership/ sponsorship agreement with us or where you’ve opted in to receive marketing information from us, then we may contact you (including by SMS, telephone, e-mail or by social media (for example through Facebook) with information about services that we offer which are similar to those that you already receive from us, or information about services or offers you’ve opted in to receiving from us.

If you’d prefer not to receive this information, please let us know by emailing or by updating your preferences by using the link in any email communication you receive from us. If you’re writing to us, please include your name, email address and state whether you’d like to opt out of email, text messages, or both.

You can also tell us at any time that you want us to stop sharing your personal information with other organisations for marketing purposes.

6. How will we comply with data protection laws?

Data protection laws require that we meet certain conditions before we’re allowed to use your personal information in the ways described in this privacy policy. We take our responsibilities under data protection laws very seriously, including meeting these conditions. To use your personal information, we’ll rely on the following conditions:

Performance of a contract: we use your data primarily in order to provide you with the membership product/ service & associated offers/ perks, or sponsorship agreement that you’ve requested.

Consent: we may provide you with marketing information about our services or products where you’ve provided your consent for us to do so. 

Vital interests: in very limited circumstances we may use or share information about you to protect you.

Legitimate interests: to use your personal data for any other purpose described in this privacy policy, we’ll rely on a condition known as "legitimate interests".  It’s in our legitimate interests to collect your personal data as it provides us with the information that we need to provide our services to you more effectively. This means that we need to carry out a balancing test of our interests in using your personal data (for example, in order to provide you with the information, products and services that you request from us), against the interests you have as a citizen and the rights you have under data protection laws (for example, to not have your data sold to third party marketing companies without your knowledge, or store your personal data in insecure or unstable countries or regions). The outcome of this balancing test will determine whether we can use your personal data in the ways described in this privacy policy (except in relation to marketing, where we’ll always rely on your explicit consent).  We’ll always act reasonably and give full and proper consideration to your interests in carrying out this balancing test.

7. Special categories of personal data

Data Protection Laws define certain personal data as falling into ‘special categories of personal data’ such as personal data regarding your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying a person, data concerning your health (including mental and physical health), or data concerning your sex life or sexual orientation. You may want to provide us with this information to express interest in a specific event, programme or service - If you provide this information, this will be an indication that you explicitly consent to us processing it.

8. What automated decisions do we make about you? 

We do not make any automated decisions about individuals who may wish to access membership, browse our website to facilitate a sponsorship agreement. 

9. How we may contact you

We may contact you by post, email, phone, text or multimedia message or other forms of electronic communication i.e. social media. 

10. International transfers

We, or our suppliers, may transfer personal information that we collect from you to third party data processors located, or have servers located, in countries that are outside of the European Economic Area, including the United States, in connection with the above purposes. We’ll take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

11. Cookies

Cookies are small text files that are placed on your computer or mobile device when you visit a website or when you open an email or SMS communication. They’re used to make websites and other forms of communication work more efficiently as well as to track certain actions. You can disable cookies.

When you use our website or communicate with us via email or SMS communication, we may place a cookie on your computer or mobile device. More information about the cookies that we use on our website and why we use them is set out in our Cookies policy, which can be found here.

12. How long your data is kept by us

We will not keep personal information longer than is necessary for the purpose or purposes for which they were collected.

We’ll typically keep your personal data for one year from the closure of your membership/ sponsorship agreement with us in order to enable us to deal with any issues or concerns you may have about how we handled your membership. In some cases, where you’ve made a complaint or owe us money, we’ll need to keep your data for up to six years.

For marketing purposes, where you’ve opted in to hear from us after your contract with us ends, we’ll keep your data for two years after your contract end date or earlier if you, at any time, instruct us.

13. Third Party Websites

Our website(s) contain links to other websites operated by third parties. Please note, this privacy policy applies only to the personal information that we collect through our website(s) and we aren’t responsible for personal information that third parties may collect, store and use through their websites. You should always read the privacy policy of each website you visit carefully.

14. Security

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine organisational need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

Whilst we take appropriate technical and organisational measures and have in place physical and electronic procedures necessary to safeguard the personal information that you provide to us, no transmission to or from us by post, email, phone, SMS or over the Internet can ever be guaranteed as entirely secure. Communications over the web are not secure and as such, we cannot accept any liability or responsibility for any unauthorised access or loss of personal information.

We also have procedures in place to deal with any suspected data security breach. We’ll notify you and any applicable regulator of a suspected data security breach where we’re legally required to do so.

Where we’ve given you (or where you’ve chosen) login details which enable you to access certain services of ours, you’re responsible for keeping these details confidential. You agree that you won’t share your login details with anyone else.

15. Your rights

You have a number of rights under data protection law in relation to the way we process your personal information. These are set out below.  You may contact us using the details below to exercise any of these rights and we’ll respond to any request received from you within thirty days.

Your right - What does this mean?

1. You have the right to request access to your personal information

You have the right to request confirmation that your personal information is being processed, access to your personal data (through us providing a copy) and other information about how we process your personal information. 

2.  You have the right to ask us to rectify your personal information

You have the right to request that we rectify your personal information if it’s not accurate or not complete.

3.  You have the right to ask us to erase your personal information

You have the right to ask us to erase or delete your personal information where there’s no reason for us to continue to process your personal data. Where you withdraw your consent for us to process special categories of your personal information; or where you object to the way we process your personal information (see right 6 below).

4.  You have the right to ask us to restrict or block the processing of your personal information

You have the right to ask us to restrict or block the processing of the personal information that we hold about you. This right applies where you believe the personal information is not accurate. If you’d prefer that we block the processing of your personal data rather than erase your personal information, then you can ask us to do this. You can also ask us to restrict or block processing of your personal information where we don’t need to use your personal information for the purpose we collected it for, but you may require it to establish, exercise or defend legal claims. 

5.  You have the right to port your personal information

You have the right to obtain and reuse your personal information from us so that you can reuse it for your own purposes across different services.  This allows you to move personal information easily to another organisation, or to ask us to do this for you.

6.  You have the right to object to our processing of your personal information

You have the right to object to our processing of your personal information on the basis of our legitimate business interests, unless we’re able to demonstrate that, on balance, our legitimate interests override your rights, or we need to continue processing your personal information for the establishment, exercise or defence of legal claims.

7.  You have the right not to be subject to automated decisions

You have the right to object to any automated decision-making, including profiling, where the decision has a legal or significant impact on you.

8.  You have the right to withdraw your consent

You have the right to withdraw your consent to our processing of your special categories of personal information.

16. How to find out more

If you have any questions about how we collect, store and use personal information then please contact us:

Visit our website:  

Email us:  

17.  Changes to our privacy policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail or post. 

This policy was last reviewed and updated in May 2018.