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Privacy Policy

HSTAR Scotland SCIO (SC051334) Privacy Notice

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We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be looked after. This Privacy Notice explains how we collect, use, and store your personal information (any information that identifies or could identify you). 

The HSTAR Scotland Privacy Notice may change from time to time. Please check back periodically for updates. This version was last updated on 11th March 2025. If we make any significant changes to this Privacy Policy, we will inform you via our website or directly contact you.

 

Who we are 


HSTAR Scotland is a trauma recovery counselling, advocacy and mental health (MH) wellbeing centre for women, committed to protecting your personal information and ensuring it is processed fairly, openly, and transparently. 

We are the "data controller" for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016 ("Data Protection Law"). This means we are responsible for processing your personal information. 

For further information about our privacy practices, please contact our Data Protection Officer by:​

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How we collect information about you 


Whether you are approaching us for counselling or support, seeking information, booking into one of our events, or making a donation, we need to collect and store information about you to provide the best possible service. 

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Our legal basis for processing personal data is "Legitimate Interest." Our guiding principle is to only store the data most relevant to you, and we ensure that this data is stored securely and confidentially. 


We collect information from you in the following ways: 
When you interact with us directly: 


This includes when you: â€‹

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  • Ask about our activities

  • Register for training or an event

  • Make a donation

  • Ask a question about mental health

  • Purchase a gift card

  • Complete a survey providing feedback on our services

  • Apply for a job or volunteering opportunity

  • Contact us via phone, email, website, or in person

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We use your personal information to:

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  • Process donations or other payments, claim Gift Aid, and verify financial transactions

  • Provide the services or goods you have requested

  • Send you important administrative updates about your donations, events, or services

  • Comply with the Charities (Protection and Social Investment) Act 2016 and follow Charity Commission guidelines, including verifying the identity of major donors to assess potential risks

  • Maintain a record of our relationship with you

  • Administer volunteering arrangements if applicable

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We may also use your personal information: 

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  • To contact you about our work and how you can support HSTAR

  • To invite you to participate in surveys or research

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When you visit our website:

 
This could include signing up for our newsletter or connecting with us on social media. We will only send you information about our work, projects, and funding appeals with your consent, which you can amend at any time. 


We use Google Analytics to monitor visitor activity on our website to improve functionality. This tool generates statistical information about website use via cookies stored on your device. The data collected is anonymised and does not identify individuals. You can opt out of Google Analytics tracking across all websites by visiting Google’s privacy policy. 


Our website may contain links to other websites. Please be aware that we do not control the content or security of external sites, and we cannot be held responsible for any information you share on those sites. Please exercise caution and review their privacy policies. 

 

When you make a donation


If you provide personal information during a donation, we will use this data to record the donation and contact you for any necessary administrative purposes. Unless you opt out, we will also add you to our supporters' list and send you relevant updates. 

 

When you receive a service from us


We maintain confidential records to ensure that: 

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  • Therapists have accurate, up-to-date information to assess your needs

  • If you see another therapist, your full record is available

  • We can assess the type and quality of care provided

  • We can investigate any complaints

  • We can provide anonymised data to improve our services and performance

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We will always ask for your consent if you wish to share your story for case studies, funding applications, events, or our website. You can choose whether or not to use your name or remain anonymous. 
We will not disclose your information to third parties (including family members) without your consent, unless there are exceptional circumstances, such as serious self-harm, a threat to others, or issues like physical abuse or exploitation. All parties receiving your personal information are legally bound to keep it confidential. 

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​Agencies requesting data from HSTAR may include: 
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  • Social Services and Benefits Agencies (with your signed consent)

  • The police (in matters of public interest or criminal offences)

  • Law courts (following a formal request with your consent)

  • Solicitors (with your consent and where relevant to your treatment)

  • Insurance companies (with your consent for claims or assessments)

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Types of people we process data for: 
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  • Clients

  • Staff

  • Volunteers

  • Trustees

  • Complainants

  • Supporters

  • Enquirers

  • Advisers

  • Representatives of other organisations

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What data we process


Depending on the purpose, we may process the following types of personal data:

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  • Personal details (e.g., address, phone number, email)

  • Family details

  • Health information (e.g., GP details)

  • Lifestyle and social circumstances

  • Financial details (e.g., for donors)

  • Education and employment details (e.g., for staff and volunteers)

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We also process Sensitive Personal Data which may include: 

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  • Health details

  • Racial or ethnic origin

  • Religious beliefs

  • Sexuality

  • Gender

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Any Sensitive Personal Data is treated with extra care and confidentiality, in line with this Privacy Policy.

 

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Legal Basis for Processing


Data Protection laws allow us to process your data based on: 

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  • Consent: For sending you marketing communications (e.g., fundraising appeals), we rely on your consent.

  • Legitimate Interests: For processing donations or sending you information relevant to our work, we rely on our legitimate interest.

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Your Rights Regarding Your Data:

 

You have the right to: 

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  • Access: Request a copy of the personal information we hold about you.

  • Object: Object to our processing of your data if it’s based on legitimate interest, or for direct marketing.

  • Rectification: Request that we correct any inaccurate or incomplete data.

  • Erasure: Request that we delete your data if it’s no longer necessary for us to use it, or if you’ve withdrawn consent.

  • Portability: Request your data in a structured, electronic format for easy transfer.

  • Restriction: Request that we restrict how we use your data.

  • No Automated Decision-Making: You have the right not to be subject to automated decisions that could significantly affect you.

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External Data Requests


We will not share your personal data without your consent, unless required by law or as part of a specific programme where you’ve agreed to such sharing. 

 


Data Retention


We retain your data for up to 6 years, in line with our activities and those of our funders. Financial data is kept for 7 years in accordance with HMRC requirements. 

 


Data Security


We are committed to ensuring your personal information is secure. We use encryption and other safeguards to protect your data from unauthorised access, and our IT systems are regularly monitored. Our staff and volunteers are trained in GDPR and data privacy best practices. 

 


Complaints: 


If you are dissatisfied with how we handle your personal information, you can contact us at: 

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Alternatively, you can lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.

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