Our Commitment to Your Privacy

The River Tweed Commission holds certain personal data for the purpose of fulfilling its statutory responsibilities under The Scotland Act 1998 (River Tweed) Order 2006, which includes the general preservation, increase and protection of Salmon, Sea-trout and other freshwater fish within its District.
The RTC/TF are committed to the safekeeping of personal details and all information we hold. This notice explains how and why we use your personal data, to ensure that you remain informed and in control of your information. Any references to the RTC or TF or to ‘we’ or ‘us’ refer to:

  • The River Tweed Commission
  • The Tweed Foundation a charitable company limited by guarantee registered in Scotland SC011055

We use three key definitions to describe people mentioned in this notice. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights (www.ico.org.uk)

• ‘Data subject’: this is you. As the data subject, we respect your right to control your data.
• ‘Data controller’: this is us, RTC/TF. We determine why and how your personal data is used (as outlined in this notice).
• ‘Data processor’: this is an employee of RTC/TF

Direct marketing

The RTC/TF will not use personal data for fundraising purposes or soliciting support, except where there is express consent. The RTC/TF will not use personal data for other direct marketing of goods or services. The RTC/TF will never sell your personal data.
Why do we keep your personal data?

  • To send you information about our work, including our partnership projects. We also collect your personal data so that we can send you information about our work that we feel will be of interest to you. This may include general updates (from RTC/TF or partnership projects)
  • The data subject has given consent explicitly, where the purpose is obvious
  • The personal information is related to the individual’s professional interest in a project. This covers work emails, addresses and telephone numbers but NOT private details.
  • It is needed to process the data in order to comply with a legal obligation.

What kind of personal data do we collect and how do we collect it?

As defined by the ICO we process your data under the basis of Legitimate Interest. This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests. We will always review our interests to make sure they comply with the tests outlined in the GDPR (Purpose, Necessity, Balancing). We will usually collect basic information about you, including your name, postal address, telephone number and email address. Most of the time, we collect this data from you directly. Sometimes, this is in person; other times, it is via the telephone, in writing or through an email.

Our website

Our website uses ‘cookies’ to help provide you with the best experience possible. Cookies are small text files that are placed on your computer/tablet/mobile phone when you browse websites. Please see our Cookie Policy for more information.

Third parties

Occasionally, we may obtain details from a third party for people who might be interested in hearing from us in the future. Before we process such contact information, we will always check that there is a lawful basis for us to do so – e.g., that each person has given sufficient permission for their data to be shared with us, or that the third party is acting in good faith and TRC/TF has a legitimate interest in processing the information.

Sensitive personal data

We do not collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation). If you are a volunteer for any of our projects, then we may collect extra information about you:

  • References
  • Criminal records checks
  • Details of emergency contacts
  • Medical conditions

Children and young people

The RTC/TF has only collected data from adults and it has not knowingly collected data from children. Should the RTC/TF plan to collect personal data from children and young people it will review its procedures and build in suitable protection as required.

How we keep your data safe and who has access to it

Your data will be kept on our secure server. All our PCs are password protected. We will only keep your personal data for as long as is necessary for the relevant activity. The RTC/TF employees are required to effect and maintain security protection on all computers in accordance with the RTC/TF IT Policy. All employees have a confidentiality clause within their contracts of employment. Personal data is largely incidental to the business advice given. The confidentiality and personal data obligations are periodically reinforced at staff meetings.

Any external fundraising agreements or consultation responses will incorporate a clause making the confidentiality and data protection obligations clear. Other agreements routinely include reciprocal confidentiality undertakings to protect the RTC/TF intellectual property rights and any personal data that may arise.

Data retention

We will only use and store information for as long as it is required for the purposes it was collected for.

Your rights

We respect your right to control your data. Your rights include:

  • The right to be informed

This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this notice, please contact us.

Subject access requests

Any request by an individual to have access to the personal data held by the RTC/TF will be answered as soon as practicable and in any event within one month. It is the responsibility of The RTC/TF to exercise their professional judgement or to seek external legal advice in any restriction of information disclosed if a request is received.

Right to prevent use of data

As a matter of routine, the RTC/TF will arrange that any person who does not wish to receive any communication from the RTC/TF accede to such a request.
Other than to maintain an audit trail for the RTC/TF auditors or the Government’s auditors where public grants are involved, or the data is processed in such a manner so as prevent any individual identification (e.g., market research data), the RTC/TF will arrange for any other personal data the subject of a request to be deleted or provide an explanation in writing to the contrary.
For more information on your individual rights, please see the Information Commissioner’s Office.

Contact The RTC/TF

Should you wish to find out more about the information we hold about you, or about our privacy notice, please contact us:
Telephone: 01896 848294
Email: jstewart@rtc.org.uk
The North Court, Drygrange Steading,Melrose, Roxburghshire,TD6 9DJ

Review of Policy

The RTC/TF will review this Policy upon each renewal or registration change or more frequently if circumstances dictate or suggest otherwise.