Last updated: 13 September 2026
Borders Children’s Charity (Scottish Charity Number SC026072) is the controller of the personal information described in this notice. Contact us at chair@borderschildrenscharity.org.uk about this notice or your information.
Information we use
We may use names, contact details and correspondence; information about children and their parent or carer; family circumstances and financial need; grant requests, decisions and payments; bank details needed to make a payment; relevant health or disability information; donation and newsletter details; and technical security information such as IP address and browser data.
Most grant applications are submitted by an authorised health, social care or education professional. They must tell the parent or carer about this notice and confirm that the information is supplied with their knowledge and agreement.
Why we use it and our lawful bases
- Grant applications: to assess need, decide awards, make payments, prevent misuse and keep appropriate financial records. We rely on our legitimate interests in operating the charity and, where applicable, legal obligations.
- Health information: only where relevant and necessary to assess a request. In addition to the basis above, we rely on explicit agreement from the person with parental responsibility where appropriate. We do not ask for medical documents.
- Enquiries and volunteering: to respond and take requested steps, relying on legitimate interests.
- Donations and accounting: to process donations and meet legal, tax and charity-accounting duties.
- Email news: only with consent. Consent can be withdrawn using the unsubscribe link in any email.
- Website security: to operate and protect the site, relying on legitimate interests and strictly necessary technologies.
Who receives information
Access is limited to authorised charity trustees and volunteers who need it. We use service providers for UK website hosting, email, secure cloud administration and grant records, and Mailchimp for people who choose email news. We may share payment details with banks or suppliers to make an award, and information with professional advisers, regulators, law enforcement or safeguarding bodies when necessary or required by law. We do not sell personal information.
Some suppliers may process information outside the UK. Where this happens, the transfer must use an approved legal mechanism, such as UK adequacy regulations or the UK International Data Transfer Agreement/addendum, plus appropriate safeguards.
How long we keep it
- Grant applications, decisions and associated payment/audit records: normally up to seven years after the application or final payment.
- Unsuccessful general enquiries: normally up to 12 months after closure.
- Newsletter records: until consent is withdrawn, with a minimal suppression record kept to respect an opt-out.
- Security logs: normally no longer than 12 months unless needed to investigate an incident.
We may keep information longer where law, an active complaint, safeguarding concern or legal claim requires it. Information is then securely deleted or anonymised.
Your rights
Depending on the circumstances, you may ask for access, correction, deletion or restriction; object to processing; withdraw consent; or ask for portable data. Contact chair@borderschildrenscharity.org.uk. We normally respond within one month. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.
Security and decisions
We use access controls, secure connections, limited permissions, backups and supplier safeguards appropriate to the sensitivity of the information. Grant decisions are made by people; the website does not make solely automated decisions with legal or similarly significant effects.
Children
Children have their own data-protection rights. Our shorter children’s privacy notice explains our use of information in plain language.