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Midlothian People’s Equality Group (MPEG)
Privacy Notice
This document describes the categories of personal data we process and for what purposes. We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulation (GDPR)
Who are we?
Midlothian People’s Equality Group is a Registered Scottish Charity No SC042949.
Every year in September/October we hold an annual general meeting where members of our Board/ Committee are elected.  Anyone has the right to attend the AGM however you must be a member to vote.  Our Board/ Committee is the data controller.
Any personal data that we collect will only be in relation to the work we do with our members and partners and through our relationships with supporters, donors and funders.
How your personal Information is used by MPEG
Midlothian People’s Equality Group (MPEG) take your privacy seriously. Under the Data Protection Act 2018, you have a right to know how we collect, use and share your personal data. The information below provides a general description of the kind of personal data we collect, and how we might use and share it.Our Privacy Promise: We promise to collect, process, store and share your data safely and securely.
What lets us collect your information?
If we work with you we will be working with you on a voluntary basis to increase equality for the people of Midlothian across the protected characteristics under the Equality Act 2010.
What kinds of personal data do we collect?
The personal data we collect might include your name, date of birth, address and contact details. We will also collect what is called ‘special category’ data – that is, sensitive information such as medical/health information, racial or ethnic origin, sex or gender, religious beliefs, political opinions. Where our aim is to capture general equalities statistics, this information will be collected in an anonymised manner.
We will always make it clear what information we are collecting, how we will use it, and why and with whom we will share it.
MPEG takes and uses photographs and video to record the work of the organisation and to make information accessible.  We use the photographs and videos in lots of different ways, primarily for marketing and highlighting our work, and share the information with others through newsletters, websites, social media and other reports.
How do we collect your personal data?
We collect your personal data in many different ways. You might give us your personal data yourself, by entering your information in a form or by contacting us in person, in writing, by email/ social media or over the phone.  We might also receive your personal data from other agencies where someone has got in touch with us on your behalf.
If we share information regularly with another organisation, the conditions for sharing your personal data are set out in an Information Sharing Agreement.
How do we use your personal data?
Your personal data may be used and processed so that Midlothian People’s Equality Group can deliver its main functions. These functions include:

  • Helping match individuals with volunteering opportunities
  • Recruitment of our volunteers
  • Delivering our projects
  • Promoting our projects and events

Why do we share your personal data?
We may share data with other organisations in the form of statistical information that in no way identifies you (For example: X number of participants representing X number of nationalities attended).
We may use photographs/ video for marketing and media purposes (e.g. in our Annual Report; on our social media and web pages; to show our work to our funders). 
We may share information with third party organisations directly involved in the running of Midlothian People’s Equality Group (e.g. Midlothian Council, Health in Mind, Edinburgh Regional Equality Council) to assist the running of the group.
We will only pass your personal information to other organisations with your explicit consent.
With whom do we share your personal data?
We may share your personal data with your explicit consent to our partners in order to deliver our projects.
We may also share your data in the form of statistical information that in no way identifies you (For example: the number of attendees who identify as LGBT+) in our Annual Report; with our partners (e.g. other charities, schools, Midlothian Council) and our funders.
MPEG employs the services of the following third-party data processors:

  • Piktochart is used for the creation of Annual Report and posters. 
  • Dropbox is occasionally used for secure transfer of limited personal information for events.
  • Facebook, Instagram and Twitter are used for marketing/ media purposes.
  • Survey Monkey is used for carrying out surveys

How long do we keep your personal data?
We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. Personal data will be reviewed annually. Photographs/ videos will be kept for 3 years.  
Marketing and research
From time to time Midlothian People’s Equality Group may conduct surveys using online and paper questionnaires. We do this in order to develop new services and improve delivery of existing services. We will only use your personal information collected through this method for the above stated purposes.
We will only send you e-bulletins, questionnaires and volunteering marketing if you have given us consent to do so.
Requesting access to your personal data
You may have the right to request access to the personal data we hold about you.
Request a copy of your personal data
To request a copy of your personal data please phone or email. Our contact details are at the bottom of this notice. We will verify the identity of the person making the request and will provide a copy of the information free of charge. However, we can charge a ‘reasonable fee’ if requests are made often by the same individual. Your information will be provided within one month of receipt. We will provide your personal information in a readable format. We will not edit the information before sending.
Letting us know if your personal information is incorrect
If you believe the personal data we hold about you is inaccurate or incomplete you may have the right to rectify this. Please contact us using the details below and we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information?
You may have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if you think there is no need for us to keep it. There may be legal obligations or other official reasons why we need to keep your data.
We may sometimes be able to restrict the use of your data. You can ask us to restrict the use of your personal information if:

  • It is not accurate
  • It is not relevant any more
  • If you want to object to how we use your data, or ask us to delete it or restrict how we use it, please contact us using the details below.

Right to complain
If you feel MPEG has not upheld its obligations as a Data Controller, you have the right to complain to the ICO., 0303 123 1113.
Contact information and more advice
For any more questions regarding how long your personal data is kept, or how and why your data is used by MPEG, contact us using the contact details below.
You can contact the Chief Officer in writing, by telephone or by email at:
Alexander Florence, Chair
Midlothian People’s Equality Group
117 Langlaw Road,
EH22 5AR
Erin Cuthbertson, Equalities Engagement Officer
Midlothian Council
Fairfield House
8 Lothian Road
EH22 3AA
Tel 0131 272 3358
We will continually review and update this privacy notice to reflect changes in our services, and to comply with changes in law.