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Privacy
Who we are
HIV Informed is an online learning hub led by Waverley Care and funded by the Scottish Government.
Waverley Care is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This means we decide how and why your personal data is used.
Our contact details:
Post: Data Protection Officer, Waverley Care, 113 Oxgangs Road North, Edinburgh EH14 1EB
Phone: 0131 558 1425
Email: privacy@waverleycare.orgWhat this policy covers
This policy explains:
- What personal data we collect about you
- How and why we use it
- Who we share it with
- How we keep it secure
- Your privacy rights
Personal data we collect
We only collect the information we need, such as:
- Your name and contact details when you email, phone, or write to us.
- Information you include when completing a quiz, survey, or feedback form.
- Your IP address when you visit our website.
- Website usage data (via cookies and analytics).
- We do not collect any unnecessary personal information.
How we collect your data
We may collect personal data when you:
- Contact us with a question or concern.
- Complete a quiz, survey, or feedback form.
- Visit our website (through cookies and analytics tools).
- Interact with us via a third party (for example, a partner organisation)
How we use your data
We use your data to:
- Respond to your enquiries and feedback.
- Improve our website and learning resources.
- Monitor how the site is used (so we can make it better).
- Keep records as required by law.
We will only use your personal data where we have a lawful basis to do so (e.g., your consent, a legal obligation, or our legitimate interests).
Lawful basis for processing
We process your data under one or more of these lawful bases:
- Consent – you have agreed to us using your data for a specific purpose.
- Contract – processing is necessary to perform a contract we have with you, or to take steps you have asked us to take before entering into a contract.
- Legal obligation – we need to process your data to comply with the law.
- Legitimate interests – we use your data in a way that you would reasonably expect, and which has minimal impact on your privacy.
How long we keep your data
We only keep your personal data for as long as it is needed, based on legal requirements and best practice:
- Enquiry details – up to 12 months after your enquiry is resolved.
- Website analytics data – up to 38 months.
- Quiz and survey data – up to 12 months, unless anonymised for research.
After this, we securely delete or anonymise the information.
How we protect your data
We take data security seriously. Your information is stored on secure systems with restricted access, and we use encryption where appropriate.Sharing your data
We do not sell your data.
We may share your information with:
- Internal teams at Waverley Care.
- Partner organisations (such as the Scottish Government) where necessary and lawful.
- Service providers who help us run our website (e.g., website contractor).
- If we share data outside the UK/EEA, we ensure there are appropriate safeguards in place.
Cookies and analytics
We use cookies to improve your experience on our website and to collect anonymous usage data. However, you can manage or block cookies through your browser settings. The Help section in your browser will explain how to:
- Turn on notifications when cookies are sent
- Refuse cookies altogether
- Delete cookies already stored on your device
You can also visit KnowCookies.com for step-by-step guidance for different browsers.
Please note that disabling cookies may cause some parts of our site to stop working properly.
We use Google Analytics to understand how visitors use our site. This data is anonymous and kept for no more than 38 months.
Links to other websites
Our website may link to other sites. We are not responsible for their content or privacy practices. We recommend you read their privacy policies.Your rights
You have the right to:
To make a request, email: privacy@waverleycare.org. We may ask for proof of identity. You will not have to pay unless your request is clearly unfounded or excessive.
We do not use automated decision-making or profiling.
- Access your personal data
- Have incorrect data corrected
- Have your data deleted
- Restrict or object to how we use your data
- Ask us to transfer your data to another organisation
How do you handle information on under 16s?
Our services are not aimed at anyone under the age of 16. We do not knowingly collect personal data from children. If we become aware we have collected data from a child, we will delete it promptly.Changes to this policy
We review this policy regularly. Any updates will be posted on this page with a new “last updated” date. For major changes, we may post a notice on the homepage.How to complain
If you have concerns about how we handle your data, contact our Data Protection Officer first:
Email: privacy@waverleycare.org
If you’re not satisfied, you can complain to the Information Commissioner’s Office (ICO):
The Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk