Privacy Policy


Your information

How we collect it, store it, protect it, and when we share it.

We take your privacy very seriously.

We want to tell you more about what we do with your personal information and how we keep it secure.

Voluntary Sector Gateway West Lothian collects information about you when you:

  • Visit our websites, join our mailing list, complete our membership form, contact us on social media, email or website, or complete a survey.
  • Use one of our services for volunteers, for potential volunteers or for volunteer involving organisations. This includes attending an event or taking part in training and learning with us.
  • Become an employee or apply for a job
  • Become a volunteer or apply to become one

How we collect personal information

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We use a third party provider, MailChimp, to deliver our monthly e-newsletters. MailChimp uses click and open rate monitoring which allows us to record how many of the emails we send are opened and how many successfully delivered emails registered at least one click. We record and use this data to inform activities at an aggregated level. Individual subscribers to our newsletters are not monitored. Further information on click and open rates is available on the MailChimp site. Wider information about the handling of information by MailChimp can be found within its privacy policy.

You can unsubscribe from  MailChimp at anytime.

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We routinely use Twitter and Facebook to provide information and communicate. We do not collect any data via our social media accounts beyond the standard analytics available for each platform.

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We use third party provider Eventbrite to manage our event bookings.

Eventbrite terms of service and privacy policy

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When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally. These pieces of information are used to improve services for you through, for example:

  • Enabling a service to recognise your device so you don’t have to give the same information several times during one task
  • Recognising that you may already have given a username and password, so you don’t need to do it for every web page requested
  • Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast
  • You can block or control whether you allow cookies to be used via your browser settings.

Your rights

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Voluntary Sector Gateway West Lothian must explain how we use your personal information. We use a number of ways to communicate how personal information is used, including:this Data Privacy Notice, and
information leaflets.

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You have the right to access your own personal information. This right includes making you aware of what information we hold along with the opportunity to satisfy you that we are using your information fairly and legally.
You have the right to obtain:

  • confirmation that your personal information is being held or used by us
  • access to your personal information, and
  • additional information about how we use your personal information.

Although we must provide this information free of charge, if your request is considered unfounded or excessive, or if you request the same information more than once, we may charge a reasonable fee.

Once we have details of your request and you have provided us with enough information for us to locate your personal information, we will respond to your request without delay, within one month (30 days). However if your request is complex we may take longer, by up to two months, to respond. If this is the case we will tell you and explain the reason for the delay.

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If the personal information we hold about you is inaccurate or incomplete you have the right to have this corrected.

If it is agreed that your personal information is inaccurate or incomplete we will aim to amend your records accordingly, normally within one month, or within two months where the request is complex. However, we will contact you as quickly as possible to explain this further if the need to extend our timescales applies to your request.

\If on consideration of your request Voluntary Sector Gateway West Lothian does not consider the personal information to be inaccurate then we will add a comment to your record stating your concerns about the information. If this is case we will contact you within one month to explain our reasons for this.

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When Voluntary Sector Gateway West Lothian is processing your personal information for the purpose of the performance of a task carried out in the public interest or in the exercise of official authority you have the right to object to the processing and also to seek that further processing of your personal information is restricted.

Provided Voluntary Sector Gateway West Lothian can demonstrate compelling legitimate grounds for processing your personal information to support legal claims, your right will not be upheld.

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Voluntary Sector Gateway West Lothian handles personal information in a way that meets data protection law. If you are unhappy with the way in which we use your personal information please get in touch.

Under GDPR, you have rights as an individual about how we use your information.

You can read more about these rights here –

If you are unhappy about how we have responded to your request or believe we are not processing your personal data in accordance with the law, for rectification you can contact Information Commissioner Officers (ICO) can be contacted at the address below:

Information Commissioner’s Office
Wycliffe House, Water Lane
Cheshire, SK9 5AF

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You have the right to see what data we hold about you. If you want to do this, then contact us – details are below. We’ll provide this information in line with GDPR requirements.

If you tell us that the data we hold on you isn’t correct, we’ll take steps to address this as soon as we can practically do so.


Our basis for processing data

Under to GDPR we must tell you what lawful basis we rely on for processing data. We rely on legitimate interests for processing all our data. Where we process special category data we rely on explicit consent. This means that if we are asking you to give us information on your health, ethnic origin or other sensitive data then we will ask you to consent to us processing your data and we’ll tell you what we will be using it for.


This privacy notice was last updated in July 2019.

How to contact us

If you want more information about our privacy policy and how we use personal data you can write to us at Voluntary Sector Gateway West Lothian, 20-22 King Street, Bathgate, EH48 1AX, or email, or call us on 01506 650 111.

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