This Privacy Policy explains how Your Love Rara collects, uses, stores and protects your personal information when you visit and use our website at yourloverara.org.

We have divided our data protection information for website users into two separate pages:

Privacy Policy — this page, which explains how we collect, use, store and protect your personal information generally.

Cookie Policy — a separate page which explains how we use cookies and similar technologies on our website.

Please read both documents together to get a full picture of how we handle your personal data.

1. Who we are

Your Love Rara (referred to in this policy as “we”, “us” or “the organisation”) is the data controller for the purposes of UK data protection law.

We are a charity registered in Scotland (number SC053673).

As data controller, we determine the purposes for which and the manner in which your personal information is processed by us.

2. What this privacy policy Covers

This Privacy Policy applies to your use of yourloverara.org and any services we provide through this website, including our contact form, volunteer application form, party and event enquiry form, and newsletter sign-up.

“Personal information” means any information that, on its own or in combination with other information, can be used to identify you — for example your name, email address, phone number or IP address.

This Policy does not cover the personal data of children who are referred or redirected to third-party platforms such as Class for Kidz to make activity bookings. In those cases, the relevant third-party platform acts as a separate data controller and their own privacy policy will apply.

If you are a parent or carer of a child who attends our after school clubs, holiday clubs or other services, or if you are a staff member or volunteer, a separate Privacy Notice applies to your relationship with us. Please contact us if you would like a copy.

3. The legal basis for procession your personal data

We process your personal data on the following legal bases under UK GDPR:

Consent — where you have actively agreed to us collecting and using your information, for example by submitting a form on our website or signing up to our newsletter.

Legitimate interests — where processing is necessary for our legitimate interests as a charity, such as administering our website, maintaining security, and improving our services, provided these interests are not overridden by your rights.

Legal obligation — where we are required by law to retain or disclose certain information.

Contract — where processing is necessary to fulfil a request you have made, such as responding to an enquiry or processing a volunteer application.

4. What Information we Collect

Information you give to us:

You may give us personal information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you may provide to us when you enquiry a service, ask for volunteer opportunities or report a problem with our site. Depending on which form you use, this may include:

• Your name
• Your email address
• Your phone number
• Your postal address
• The nature of your enquiry or message
• Information about your interest in volunteering

We do not collect personal information about children directly through our website. Activity bookings for children are handled through Class for Kidz, a third-party platform with its own privacy policy.

Information we collect automatically:

When you visit our website, we may automatically collect certain technical information about your device and how you use our site. This includes your IP address, browser type and version, operating system, pages visited (including dates and times), time spent on pages, and referring website addresses.

This information is collected using cookies and analytics tools. Please see our Cookie Policy for full details.

The purpose of this information is to allow us to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, improving our site to ensure that content is presented in the most effective manner for you and for your computer, and as part of our efforts to keep our site safe and secure.

This technical information is not used to identify you personally unless necessary for security purposes.

Information you may pass to third-parties outside our control:

Some pages on our website contain links to third-party websites and platforms. This includes the platforms we use to deliver our services (such as Zeffy, Eventbrite, Class for Kidz and Mailerlite) as well as our sponsors and supporters, who are listed on our website with links to their own websites.

When you follow any of these links, you will be leaving our website. Those third-party websites will collect information about you in accordance with their own privacy policies, which are outside our control.

We are not responsible for the privacy practices of any third-party website, including our sponsors and supporters, and we recommend that you review their respective privacy policies before submitting any personal information to them.

The inclusion of a link to a sponsor or supporter’s website does not imply that YLR endorses that organisation or its products and services.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

5. How we use your personal information

We use the personal information you provide to us to:

We will not use your personal information for marketing purposes without your express consent. If at any time you do not wish to receive communications from us, please contact us using the details in Section 11 and we will update your preferences.

6. Third-Party Platforms and data processors

In order to operate our website and deliver our services, we use a number of third-party tools and platforms. Where these platforms process personal data on our behalf, they act as data processors and are required to handle your data securely and only as instructed by us.

The third-party tools and platforms we use include:

Zeffy (zeffy.com) — processes charitable donations. Zeffy is an independent data controller for the purposes of donation processing and their own privacy policy applies to data submitted through their donation forms.

Eventbrite (eventbrite.co.uk) — manages event listings and ticket bookings. Eventbrite’s own privacy policy applies when you book through their platform.

Class for Kidz (classforkidz.co.uk) — manages children’s activity bookings. Class for Kidz’s own privacy policy applies when you book through their platform.

Mailerlite (mailerlite.com) — manages our newsletter mailing list. Mailerlite processes your email address and name (if provided) on our behalf when you sign up to our newsletter. Mailerlite may transfer data outside the UK; please refer to their privacy policy for details.

Google Analytics — we use Google Analytics to collect anonymised information about how visitors use our website. Google Analytics uses cookies. For full details of how Google Analytics works and how to opt out, please see our Cookie Policy.

WP Mail SMTP — we use WP Mail SMTP to route emails submitted through our website contact forms. This means form submissions are processed through a third-party email relay service.

We do not sell your personal data to any third party.

7. Where we store your personal information

The personal information we collect from you is stored within the United Kingdom. We will not knowingly transfer your personal information outside of the UK or the European Economic Area without your knowledge and, where required, your consent.

Please note that some of the third-party platforms we use — including Mailerlite and Google — may store or process data outside the UK. Where this is the case, those platforms are responsible for ensuring appropriate safeguards are in place. We encourage you to review their respective privacy policies.

All personal information you provide to us is stored on secure servers. Although we take all reasonable steps to protect your data, the transmission of information over the Internet is not completely secure and any transmission is at your own risk. Once we receive your information, we use strict security procedures to prevent unauthorised access.

8. How long we keep your personal information

We will only keep your personal information for as long as is necessary for the purposes for which it was collected, or as required by law. In general:

Our Data Retention Policy is available on request from our Data Protection Manager.

9. your rights

Under UK data protection law, you have the following rights in relation to your personal data:

To exercise any of these rights, please contact our Data Protection Manager in writing using the details in Section 11. We will respond to your request within one month. We may ask you to verify your identity before processing your request.

Please be aware that some rights are subject to limitations and exemptions. For example, we may not be able to delete all personal data where we have a legal obligation to retain it or where it relates to third parties.

If you are dissatisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

We would, however, encourage you to contact us first so that we can try to resolve your concern.

10. Consent and withdrawing consent

When you visit our website, a cookie consent banner will invite you to accept or decline non-essential cookies, including analytics and marketing cookies. By accepting, you give your consent for those cookies to be placed on your device.

You can withdraw your consent for cookies at any time by adjusting your browser settings or by using the cookie preference tool on our website. Please note that withdrawing consent for cookies may affect the functionality of some parts of our website.

By submitting a form on our website, you consent to us using the information provided to respond to your enquiry or request. You may withdraw this consent at any time by contacting us.

If you do not consent to us collecting your personal information, we cannot guarantee the full functionality of our website and cannot be held responsible for any reduction in access to our services as a result.

11. Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. When we do, we will update the “Last updated” date at the top of this page. Continued use of our website after changes are posted constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

12. Contact us and complaints

If you have any questions, concerns or requests relating to this Privacy Policy or how we handle your personal data, please contact our Data Protection Manager:

If you are not satisfied with our response, you have the right to make a complaint to the Information Commissioner’s Office (ICO):

The ICO recommends that you try to resolve any concerns directly with the organisation before contacting them.