Who we are
Duncan Place is a Scottish Charitable Incorporated Organisation. We are a charity registered in Scotland SC048100. Our registered office is Duncan Place Community Hub, 4 Duncan Place, Leith, Edinburgh, EH6 8HW.
This privacy notice tells you what data we collect and what we use it for.
If you have been nominated as an emergency contact for one of our workers, employees, or volunteers, we collect and store your personal data as outlined below. It is the responsibility of the nominee to inform you that they have provided Duncan Place with your information and share this policy with you.
This notice explains how we look after your information and what your rights are under the UK GDPR and the Data Protection Act 2018.
What Information We Hold
We only collect the minimum amount of data needed to reach you in an emergency. This typically includes:
- Your full name
- Your relationship to our staff member (e.g., spouse, parent, friend)
- Your phone number(s) (mobile and/or landline)
- Your email address or home address (if provided)
Why We Have It (Our Lawful Basis)
Under the UK GDPR, we process your information using the following legal reasons:
- Legitimate Interests: It is in our legitimate business interest to ensure we can protect our staff and manage workplace health and safety effectively.
- Vital Interests: In rare, critical situations, we may use your details to protect the life or safety of our staff member.
We do not use your data for marketing, profiling, automated decision-making, or any routine administrative purposes.
How We Use and Share Your Data
We will only access or use your contact details during a genuine emergency. This includes situations like a sudden medical crisis, a serious workplace accident, or if we are deeply concerned about a staff member's immediate safety.
We will keep your details strictly confidential. We will only share them with external parties like emergency services (NHS paramedics, police, or fire service) if it is necessary to protect our staff member’s health.
How Long We Keep It
We keep your details safe and secure within our internal systems (such as secure HR files). Access is restricted to authorised personnel only.
We will delete your information immediately if:
- The staff member leaves our organisation
- The staff member updates their record and nominates someone else
- You ask us to remove your information
Your rights over your information
- By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.
- You can also ask us to give you a copy of the information and to stop using your information.
- To submit a request for your data, please contact us by email, post or telephone, please use the contact information provided above.
How to contact us
You can write to us at the address above or contact us by email or phone at: info@duncanplace.org or telephone 0131 364 4350
Your right to complain
If you have a complaint about our use of your information, you can contact the Information Commissioner's Office online at https://ico.org.uk/concerns or by phone on 0303 123 1113.