Helpline 7am - 11pm:  0300 111 4166

RSABI Privacy Statement

This privacy statement sets out how RSABI (the ‘Charity’) collects and uses personal information and data and complies with the General Data Protection Regulation (GDPR). References to ‘we’, ‘us’ or ‘our’ in this notice refer to RSABI.

The Charity is committed to protecting and respecting the privacy and safety of personal data that it collects from individuals for the purpose of carrying out its activities.

Who we are

RSABI is a charity set up to provide practical, emotional and financial support to people in the agriculture, including dependants.

 

Information we gather and what we do with that information

We collect information about

 

The information we collect from people who are supported by the Charity and what we do with that information

RSABI records information to be able to deliver practical, emotional and/or financial support. This information is recorded to ensure applicants meet the criteria for support and that the support they get is relevant.

We record personal information freely given by phone, application form, email and/or letter. We may also receive information through referrals from other people and agencies.

We may also supply your data to members of the Farming Help network of rural charities and other agencies but only with your express consent.

Processing of your data is necessary in order to fulfil the contract we have with you to deliver the support services of the charity.

In general terms we use this information to ascertain the best way to help and to record support given and any actions required or completed. We use information received for statistical reports and analysis. We use the information in different ways depending on the type of support. Please note that one or all three types of support can be given to any one client.

Emotional Support

  • We record contact details
  • We record details of conversations and correspondence
  • We record demeanour of client
  • We record information on referrals
  • We record outstanding tasks and follow up work
  • We record the type of help delivered
  • We record manager’s notes and responses to enhance quality of information

Practical Support

  • We record contact details
  • We record details of conversations and correspondence
  • We record demeanour of client
  • We record information on referrals
  • We record outstanding tasks and follow up work
  • We record the type of help delivered
  • We record manager’s notes and responses to enhance quality of information.

Financial Support

  • We record contact details
  • We record details of conversations and correspondence
  • We record demeanour of client
  • We record information on referrals
  • We record outstanding tasks and follow up work
  • We record the type of help delivered
  • We record manager’s notes and responses to enhance quality of information
  • We record bank details
  • We record payment amounts made along with type of payment and date
  • We record decisions made in regards to the request for financial support, and the reasons, if any that application does not receive an award

We keep this information to be able to best support clients when they call again. By having the history of each contact available, different members of staff are able to access this information without the client having to relay this to us again. The information is held securely on our database. We use this information to produce statistics on the number, time and type of support we deliver. We keep the information for 2 years for emotional and practical support and 7 years for financial support after the last contact with the client. After this time client personal data will be removed.

Data Sharing with 3rd Parties

There may be occasions when RSABI need to share your data with 3rd parties. This will only be done with your verbal consent and information shared will be solely for the purpose agreed with you. For example and not limited to, other charity support, CAB, benefit agencies, local support agencies.

 

The information we collect from people who support the Charity and what we do with that information

RSABI records information about people who may or have supported the Charity by:

RSABI relies upon generating income to continue to provide support to those we help.

We record personal information freely given, by phone, application form, email and letter.

In general we record this information to be able to inform people about how we spend our charitable income, to increase our donations, develop the number of supporters and/or members, promote participation in our fundraising events and increase sales of our merchandise such as Christmas cards and books. We use the information in different ways depending on the type of support given. Please note that one or all types of support can be given by any one person.

The information is held securely on our database. We do not share personal information with third parties.

When you give permission to other parties to share information with us, for example by opting to donate via Just Giving or Virgin Money Giving on our website, the information will only be held by us when you have indicated your preference on the platform. You should check their Privacy Policy when you provide your information to understand fully how they process your information.

Supporter Scheme and Membership

RSABI obtains your personal information via a form that is completed on joining as a member or supporter.

  • We record contact details
  • We record bank details
  • We record gift aid declarations
  • We record details of conversations, correspondence, partnership and fundraising event activity as well as any outstanding tasks and follow up work
  • We record manager’s notes and responses to enhance quality of information and communications planning

We will use this information to manage membership/supporter scheme correspondence, to keep you up-to-date with our news, services and occasional events. Corporate and business supporters are listed by RSABI to demonstrate the level of support provided and business contact details are recorded on our web based roll of honour.

We keep this information for 2 years after the last contact or cancelling your membership for administrative purposes, after which the information is deleted. Personal data may be kept for 6 years for HMRC/Gift Aid records to comply with legal requirements. In either case, your personal data will not be used for any other purpose.

Processing of this data is necessary in order to fulfil the contract we have with you to deliver the supporter scheme and membership services of the charity.

Donations and other ways to give

Donations can be made directly, in memory, by legacy and through trusts as well as a donation following fundraising activity in aid of RSABI by an individual or group unsupported by the charity.

When you give, RSABI aims to hold the personal information provided to manage the donation.

  • We collect contact details
  • We record bank details
  • We record gift aid declarations
  • We record details of conversations and correspondence as well as any outstanding tasks and follow up work
  • We record manager’s notes and responses to enhance quality of information and communications planning

We will use this information to manage donor correspondence, to keep you up-to-date with our news, services and occasional appeals and events. We use this information to produce statistics on the number, time and type of donation we receive. Significant donations by groups and organisations are recorded by RSABI as news to demonstrate the level of support provided.

At the time of your donation or immediately following it, we will seek consent to stay in touch. We will seek renewal of your consent every 2 years.

We keep this information for 2 years after your last donation for administrative purposes, after which the information is deleted. Personal data may be kept for 6 years for HMRC/Gift Aid records to comply with legal requirements. In either case, your personal data will not be used for any other purpose.

In order to process this data for any other purpose we will require consent from you.

Fundraising Events

RSABI holds fundraising events on its own and in conjunction with other voluntary groups and partners. When you participate in an event, RSABI aims to hold your personal information provided to manage the fundraising event and to keep in touch.

  • We collect contact details
  • We record bank details
  • We record gift aid declarations
  • We record details of conversations and correspondence as well as any outstanding tasks and follow up work
  • We record manager’s notes and responses to enhance quality of information and communications planning

We will use this information to manage the event, to keep you up-to-date with our news, and other events. We use this information to produce statistics on the number, time and type of help we receive. Fundraising events and activity are promoted by RSABI to demonstrate the level of support provided.

We keep this information for 2 years after your last event participation for administrative purposes, after which the information is deleted. Personal data may be kept for 6 years for HMRC/Gift Aid records to comply with legal requirements. In either case, your personal data will not be used for any other purpose.

Processing of this data is done on the basis of legitimate interest.

Sales and Merchandising

RSABI sells a selection of Christmas cards, books and other merchandising through its website and mail distributions. When you make a purchase, RSABI aims to hold your personal information provided to manage the sales process, meet regulatory requirements and to keep you up-to-date with our news.

  • We record contact details
  • We record bank details
  • We record gift aid declarations
  • We record details of conversations, correspondence, as well as any outstanding tasks and follow up work
  • We record manager’s notes and responses to enhance quality of information and communications planning

We keep this information for 2 years after your last purchase for administrative purposes, after which the information is deleted. Personal data may be kept for 6 years for HMRC/Gift Aid records to comply with legal requirements. In either case, your personal data will not be used for any other purpose.

Processing of this data is done on the basis of legitimate interest.

 

Where we store your personal data

Once we have received your information it will be stored on one of our databases. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect about you.

RSABI Website and Cookies

Our website is operated by a third party. Our privacy policy only covers RSABI’s website and does not extend to links to other websites within the site.

We may monitor usage of our website to enable us to update and tailor it to the needs of our users. We may also keep a record of those links which are most regularly used, thus enabling us to provide the most helpful information to our users. Such information is held anonymously and the provider of the information cannot be identified.

Certain information may be collected by “cookies”, which are temporary internet files placed on your computer’s hard drive by your web browser. This enables us to collect information such as the time spent on our website and the pages used. Again, this information is held anonymously. Any such information will not be shared by third parties.

Lawful basis

Under the rules of the GDPR there are lawful bases for processing your data.

We have identified that the lawful basis for us to hold your personal data is either

  • ‘contract’ meaning processing is necessary for performance of that contract
  • ‘consent’ meaning you must provide us with your consent to hold your personal data.
  • ‘legitimate interest’ meaning that the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests

Your rights

You have the right to:

  • Keep us updated and have the data that we hold about you deleted or amended
  • Request details of the personal information which we hold about you
  • Object to certain types of processing such as receiving newsletters or direct marketing

Enquiries and complaints

Any enquiries in connection with this privacy statement should be directed in the first instance to us via email – rsabi@rsabi.org.uk

All complaints should be sent to: Nina Clancy, CEO, RSABI, Rural Centre, West Mains, Ingliston, West Lothian EH28 8NZ

You may also address any complaints to the Information Commissioners’ office at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

About Us

Providing emotional, practical and financial support to individuals and their families across the agricultural sector including farming, crofting and growing.

By Post

RSABI
The Rural Centre
West Mains of Ingliston
Newbridge
Midlothian
EH28 8LT

Useful Links

RSABI Helpline - 0300 111 4166

The helpline is available every day of the year from 7am to 11pm.

Contact Us