This Privacy Notice for Calton Hill Conservation Trust (CHCT) was last updated on 22 December 2025.
Calton Hill Conservation Trust (“CHCT”, “we”, “us”) is committed to protecting your privacy and handling your personal data responsibly and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This notice explains what personal data we collect, how we use it, and your rights.
1. Who we are
Calton Hill Conservation Trust is a Scottish Charitable Incorporated Organisation (SCIO), Scottish Charity Number: SC053572. Our email contact for data protection enquiries is <secretary@caltonhilltrust.org>. CHCT is the data controller for the personal information described in this notice.
2. What personal data we collect
We may collect and hold the following information:
* Name and contact details (such as email address and, where provided, postal address or phone number)
* Membership details (join date, renewal date, membership type)
* Payment records relating to membership subscriptions or donations (amounts and dates only)
* Correspondence you send to us (emails or form submissions)
* Participation details for events, walks, volunteering or meetings
* Limited technical data when you visit our website (e.g. cookies, IP address)
We do not store full payment card details.
3. How we collect your data
We collect information:
* Directly from you (e.g. when you join as a member, contact us by email, or sign up for an event)
* Via our website forms
* Via our payment providers (Stripe and SumUp) when you make a payment
* Automatically through cookies when you browse our website
4. Why we use your data and our lawful basis
We only use your personal data, where the law allows us to do so, and for the following purposes:
*Managing memberships and subscriptions; lawful basis: contract
*Processing payments and keeping financial records; lawful basis: legal obligation
*Communicating with members about CHCT activities; lawful basis: legitimate interests
*Organising events, walks and volunteering; lawful basis: legitimate interests
*Sending optional updates or newsletters; lawful basis: consent
*Website functionality and analytics; lawful basis: legitimate interests
5. Who we share your data with
We only share personal data where necessary and only with trusted providers, including:
* Stripe and SumUp – to process membership payments and donations
* Website and email service providers – to host our site and send communications
All third parties are required to handle data securely and in accordance with UK GDPR. We do not sell or trade personal data.
6. International transfers
Some service providers may process data outside the UK. Where this occurs, appropriate safeguards (such as UK-approved contractual protections) are in place.
7. How long we keep your data
We keep personal data only for as long as necessary:
* Membership and contact data: up to 2 years after membership ends
* Financial records: 6 years (to meet accounting and regulatory requirements)
* Public meeting minutes: retained as part of the public record
* Website analytics data: typically 12 months or anonymised sooner
Data is then securely deleted or anonymised.
8. Cookies and website analytics
Our website uses cookies to ensure it works properly and to understand how it is used. You can control or delete cookies through your browser settings.
9. Your rights
Under UK GDPR, you have the right to:
* Access your personal data
* Ask for inaccurate data to be corrected
* Request deletion of your data
* Restrict or object to processing in certain circumstances
* Request data portability (where applicable)
* Withdraw consent at any time (where processing is based on consent)
To exercise any of these rights, contact us at <secretary@caltonhilltrust.org>. You also have the right to complain to the Information Commissioner’s Office (ICO) <https://www.ico.org.uk>.
10. Keeping your data secure
We take appropriate technical and organisational measures to protect personal data and restrict access to authorised trustees, members and volunteers only.
11. Changes to this notice
We may update this Privacy Notice from time to time. The latest version will always be published on our website, with the “Last updated” date shown above.
Calton Hill Conservation Trust