Privacy Notice

Introduction

The School Bank West Lothian is a registered Data Controller with the Information Commissioner’s Office (ICO). Our registration number is ZB912333. This Privacy Notice describes how we collect and process the personal data of people who engage with the School Bank West Lothian. It also explains people’s rights and how to contact us. It does not cover data processed for volunteering or employment purposes. 

Please send any questions about how we use personal information to admin@schoolbank-westlothian.org.

About us

The School Bank West Lothian seeks to improve the lives of children in families in West Lothian experiencing financial hardship by providing them with school uniform, other clothing and equipment required for the school day. You can find out more about how we operate on our ‘Who We Are’ page on our website.

Information we collect about you

Personal data is any information that identifies or relates to a specific person. This may include:

• Personal details such as name and contact information if you contact us with feedback, an enquiry or subscribe to our mailing list
• Preferences, if you participate in one of our fundraising appeals
• Details of your donation, if you donate to us
• Your IP address and browsing activity on our website via Google Analytics

When referrals are made to the School Bank West Lothian, this data is deidentified so that we are able to manage referrals and monitor our impact but unable to identify specific people.

How we collect your information

We may collect your information:

• When you contact us including by phone, email, microsoft form, through our website, or social media
• When you make a donation to us we use Charities Aid Foundation (CAF) to manage our donations and may receive information from fundraising sites such as JustGiving if you have raised money on our behalf

Referrals are made from trusted partners in West Lothian and are deidentified prior to being made to the School Bank West Lothian.

How we use your information

We may use your information to: 

• Contact you to support with your enquiry
• Manage our fundraising appeals
• Manage donations
• Send communications
• Develop and improve our services
• Keep records for audit and insurance purposes

We may use data anonymously to manage and monitor our referrals and support.

Our lawful basis for using your information

We only process your personal data when there is a lawful basis for us doing so. We may rely upon:

• Legitimate interests, such as for contacting you when you make an enquiry or contacting past supporters (up to 12 months)Your consent, such as when you request to be added to our mailing list
• In some circumstances there may be a legal obligation for us to process your data

We rarely process special category data, and where we need to do so, we identify an appropriate lawful basis.

Who we share your information with 

We only share personal data when necessary and in line with data protection laws.

• With professional advisors such as insurers or legal professionals
• To meet any legal and regulatory requirements
• With HMRC if you make a Gift Aid declaration as part of your donation
• If we use external service providers, we put in place appropriate contracts to ensure they follow data protection rules

Will we share your information outside of the UK

We only store personal data in the UK or the EU. 

Some of our suppliers may be based in other countries. If we need to share your data with these companies, we take steps to make sure your data is protected.

How long we keep your information

We will only keep your data for as long as is necessary. This will depend on the purpose for why you have engaged with the School Bank West Lothian. 

• For most general purposes, including fundraising appeals, we keep your data for 12 months.
• If you consent to communications, we will keep your data until you unsubscribe

Your rights

You have rights over your personal data. You can: 

• Request a copy of your personal information
• Ask us to update anything that’s no longer accurate
• Request that we delete your personal data. There are some exceptions and we may need to keep some of your data.
• Object to how we use data in some situations
• Request to restrict process
• Request data portability
• Withdraw your consent.

 We do not use any automation or profiling to make decisions.

 If you are unhappy with how we have handled your data, in the first instance you can contact us admin@schoolbank-westlothian.org and thereafter you can complain to the Information Commissioner’s Office at www.ico.org.uk

Reviewing and changing how we use data

This Privacy Notice was last updated on 9th March 2026.