Privacy policy

Last updated: February 2026

Who we are

Voluntary Groups Sutherland (VGS) is a registered charity with the Office of the Scottish Charity Regulator (OSCR). For the purposes of data protection law, VGS is the data controller.

What personal data we collect

We collect only the personal information necessary to carry out our work. This may include:

• Your name
• Your email address
• Other contact details
• Any information you choose to provide when contacting us or applying for membership

How we collect and use your data

Contact forms
When you contact us via our website forms, the information you provide is sent to us by email. This information is not stored on the website. We retain the email so that we can respond to your enquiry.

Membership forms
When you register or renew membership, the information you provide is sent to us by email. Membership details are recorded in internal Excel spreadsheets for administrative purposes. These records are used only by Voluntary Groups Sutherland and are not shared outside the organisation.

How we store and protect your data

Personal data is stored securely and accessed only by authorised individuals within Voluntary Groups Sutherland. We take reasonable steps to protect personal information from loss, misuse, or unauthorised access.

Legal basis for processing

Under UK GDPR, we process personal data based on consent when you submit a form, and on our legitimate interests in responding to enquiries and administering membership.

How long we keep your data

We keep personal data only for as long as necessary. Enquiry emails are retained for reference. Membership records are kept while membership remains active and for a reasonable period afterwards.

Website hosting

Our website is hosted by Netlify. Netlify may process limited technical information, such as IP addresses, to ensure the website operates securely and reliably. This processing is carried out in accordance with Netlify’s own privacy policy.

Cookies and analytics

This website does not use tracking or analytics cookies for advertising or profiling purposes.

However, some pages may include embedded content from third-party services, such as Facebook and Google Maps. These services may set their own cookies when you interact with the embedded content. We do not control these cookies and they are governed by the privacy policies of the respective third parties.

Your rights

You have the right to request access to the personal data we hold about you, request correction or deletion of your data, and withdraw consent at any time. To exercise these rights, please contact us.

Complaints

If you have concerns about how we handle your personal data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO).