Effective Date: 7th July 2025

Glasgow Street Aid (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, retain, and protect your personal data, including confidential health records, in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and NHS Scotland guidelines.

Glasgow Street Aid is a registered charity providing first aid and welfare services to vulnerable individuals in Glasgow. We work with emergency services, healthcare providers, and other organisations to ensure appropriate care and follow-up.

Data Controller: Glasgow Street Aid
Email: glasgow_street_aid@outlook.com
Charity Registration Number: SC050704
Address: 56 Union Street, Glasgow, G1 3QX

We collect the following categories of personal data depending on your interaction with us:

When we provide medical support, we may collect and record the following special category data:

• Full name, date of birth, gender
• Medical history, presenting complaint, diagnosis, and treatment provided
• Medication details
• Mental health disclosures or safeguarding concerns
• Location, date, and time of the incident
• Referral and signposting details
  

When you engage with us as a donor, volunteer, or contact us for information, we may collect:

• Full name and contact details (email address, phone number, postal address)
• Donation details (including Gift Aid declarations)
• Emergency contact information (for volunteers)
• Protection of Vulnerable Groups (PVG) checks (for applicable roles)
• Volunteer applications and training records
  

• Name and email address
• Newsletter and campaign preferences
• Consent to receive communications
  

We process data under the following lawful bases:

• Consent – for marketing communications
• Legitimate interest – to operate and improve our services
• Vital interests – in life-saving or urgent situations
• Legal obligation – for safeguarding and compliance
• Public task – in the provision of first aid and community health
  

We only retain personal data for as long as necessary for our purposes and in line with legal and regulatory requirements.

Data Type

Retention Period

Patient care records (adult)

7 years from the last clinical entry, in accordance with NHS Scotland guidelines

Patient records (children)

Until the individual reaches age 25 (or 26 if they were 17 at last treatment), or 3 years after death

Safeguarding case records

7 years minimum, longer if necessary for legal reasons

Volunteer applications & DBS checks

6 years after end of volunteering

Donation and Gift Aid records

6 years from the end of the financial year in which the donation was made

Email marketing and newsletter data

Until consent is withdrawn or 5 years of inactivity, whichever comes first

All personal data is securely deleted or destroyed after the retention period expires, following best practices and standards such as BS EN 15713:2009 for confidential waste disposal.

• Clinical and incident records are encrypted and stored in secure digital systems.
• Paper-based records are kept in locked, access-controlled cabinets.
• Only authorised personnel can access sensitive information.
• Regular data audits and security reviews are conducted.
  

We only share personal data with appropriate services when necessary and lawful:

• With the NHS or ambulance services (for continuity of care)
• With local authorities or safeguarding teams (when a risk is identified)
• With law enforcement (when required by law)
  

We do not sell or trade personal data with third parties.

You have the right to:

• Access your personal data
• Request correction or deletion
• Object to or restrict processing
• Withdraw marketing consent
• File a complaint with the Information Commissioner’s Office (ICO)
  

Contact us at glasgow_street_aid@outlook.com to exercise your rights.

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We may update this policy periodically. Any changes will be posted on our website with the revised effective date.

If you have any questions about this policy or how your data is handled:

Glasgow Street Aid
Email: glasgow_street_aid@outlook.com
Phone: 0141 212 9271
Address: 56 Union Street, Glasgow, G1 3QX
Website: www.glasgowstreetaid.org