Privacy Policy
This privacy notice tells you what we do with your personal data, how we use it, who we share it with and how long we keep it. The types of data we hold about you and how long we keep will depend on your relationship with us and the reasons why we have it.
Key statements
We will clearly state what personal information we are collecting and for what purpose.
We will keep your personal information secure
We will minimise the processing of your data and will limit access of your data to employees and volunteers who need to use it to execute their authorised duties.
We will seek your express consent to use your personal information and will only communicate with you in the way that you have agreed to.
We will not share your personal information with any third parties without your consent unless required to do so by law i.e. HMRC request.
We promise to uphold your rights to correct your details, withdraw your consent or have your data deleted, unless we are required keep it by law i.e. HMRC, audit purposes.
We will keep your data for a maximum of 7 years to comply with HMRC rules.
These key details are detailed more specifically below for:
Bursary Applicants
Donors
Volunteers
Suppliers
Tenants
If you have any questions, please contact our Data Controller at the following address:
Data Controller, Aberdeen Endowments Trust, 19 Albert Street, Aberdeen AB25 1QT
Alternatively, please email hello@aet1909.org and include FAO Data Controller in the subject line of your email.
Bursary Applicants
We promise to protect your privacy
Aberdeen Endowments Trust is committed to ensuring that your privacy is protected in line with legislation i.e. The Data (Use and Access) Act 2025
What personal information do we collect?
We will only collect information needed to properly assess an application, this can include:
Applicant’s details - name, address, email address, telephone number, gender, date of birth
Applicant’s children’s details – as above
details of applicant’s parents/guardian (if financially supporting the applicant)
Details of all personal income including but not limited to payslips, government benefits, separation payments etc.
We will request your express detailed consent to use your information for any other purpose other than for a Bursary Application and will only send you information that you have agreed to receive and by the communication method that you have agreed to.
How do we protect your information?
We use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.
We promise to only contact you with information you have requested:
There are many ways in which we can keep you informed of our work and we want to ensure that you are seeing only what you have given us permission to send you.
You can change your consent and contact preferences at any time by completing our Amend Consent form (insert link).
We promise to provide you with details of your personal information that we hold
You may request details of personal information which we hold about you at any time. If you would like a copy of your personal information that we hold, please contact our Data Controller as detailed above.
We promise to ‘forget’ your details
If you have previously agreed to us using your personal information, you may change your mind at any time by completing our unsubscribe form or by contacting our Data Protection Officer.
We promise to correct your information
If you would like to see a copy of your information that we hold, we would be happy to send you the details. Also, if you believe that any information we are holding on you is incorrect or incomplete, then please contact our Data Controller. We will promptly correct any information found to be incorrect. This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.
Third party organisations
We won’t share your employee’s personal information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.
How long do we keep your data?
Aberdeen Endowments Trust will hold your personal data relating to your grant application donation for 7 years to comply with HMRC tax rules.
Complaints
If you have any concerns or wish to make a complaint you can contact Information Commissioner’s Office – https://ico.org.uk/concerns/ on any issue regarding our handling of your personal information.
Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy. This policy was last updated on 6th November 2025
Donors
Aberdeen Endowments Trust is committed to ensuring that your privacy is protected in line with legislation, Data (Use and access) Act 2025.
What personal information do we collect?
Personal information may include:
Names, address, email address, telephone number, gender, date of birth, fundraising page details.
Method of donation or payment
Gift Aid selection
We will request your express detailed consent to use your information to communicate with you and will only send you information that you have agreed to receive and by the communication method that you have agreed to.
How do we protect your information?
We use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.
We will only contact you with information you have requested:
There are many ways in which we can keep you informed of our the ways in which we support education and we want to ensure that you are seeing only what you have given us permission to send you. When you are asked to complete a form on this website i.e. an application for funding, you can opt in to give consent for your data to be used for specific purposes.
When you give us a donation in person or in writing we will send you details of our privacy policy and ask you about your future contact preferences.
You can change your consent and contact preferences at any time by completing our Amend Consent form (insert link).
Third party organisations
Examples of these would include online fundraising platforms such as Justgiving. Aberdeen Endowments Trust is not responsible for the third party’s use of your personal data or the third party’s compliance with applicable laws. When you sign up for an event or make a donation using these organisations you should take time to read their privacy policy, which will be published on their website, to ensure that you are informed of their use of your data. As the named nominated charity for your fundraising page or donation, you will normally be given the opportunity to consent to contact from us and you can be assured that you will only hear from us if you have given us that consent. Any information given to us by a third party organisation will be protected, we will contact you to obtain your detailed consent and your personal information will only be used as detailed in this policy. We won’t share your information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.
We will provide you with details of your personal information that we hold
You may request details of personal information which we hold about you at any time. If you would like a copy of your personal information that we hold, please contact our Data Controller as detailed above.
We will ‘forget’ your details
If you have previously agreed to us using your personal information, you may change your mind at any time by completing our Amend Consent form (insert link).
We will correct your information
If you would like to see a copy of your information that we hold, we would be happy to send you the details. Also, if you believe that any information we are holding on you is incorrect or incomplete, then please contact our Data Controller. We will promptly correct any information found to be incorrect. This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.
How long do we keep your personal information?
Aberdeen Endowments Trust will hold your personal data relating to your donation for 7 years to comply with HMRC tax rules.
Complaints
In the event that wish to raise a concern or make a complain you can contact the Information Commissioner’s Office – https://ico.org.uk/concerns/
Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy. This policy was last updated on 6th November 2025
Volunteers
Aberdeen Endowments Trust is committed to ensuring that your privacy is protected in line with current legislation i.e. Data (Use and Access) Act 2025
What personal information do we collect?
Personal information It may include:
Names, address, email address, telephone number, date of birth and gender.
Details of your qualifications and experience.
Details of your next of kin and emergency contact details.
Details of dates, days and hours you are engaged in work for us.
We may also request a criminal record check with Disclosure Scotland.
The personal information we have collected forms part of your volunteer contract for us and the legal basis for processing this information is ‘contract’.
We will request your express detailed consent to use your information to communicate with you about anything not relating to your volunteer work and will only send you information that you have agreed to receive and by the communication method that you have agreed to.
How do we protect your information?
We use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.
We will only contact you with information you have requested:
There are many ways in which we can keep you informed of our work to support education and we want to ensure that you are seeing only what you have given us permission to send you. When you are asked to complete a form a volunteer registration form you can opt in to give consent for your data to be used for specific purposes.
You can change your consent and contact preferences at any time by contacting our Data Controller or by competing our Amend Consent form (insert link).
Third party organisations
We may contact Disclosure Scotland who will run a check on your suitability to work for us. This is part of our standard volunteer recruitment procedure and you will be made aware of this as part of the recruitment process. Any information given to us by Disclosure Scotland will be kept protected. Your personal information will only be used as detailed in this policy. Aberdeen Endowments Trust is not responsible for any the third party’s use of your personal data or the third party’s compliance with applicable laws. You should take time to read their privacy policy, which will be published on their website, https://www.mygov.scot/privacy/ to ensure that you are informed of their use of your data. We won’t share your information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.
We will provide you with details of your personal information that we hold
You may request details of personal information which we hold about you at any time. If you would like a copy of your personal information that we hold, please contact our Data Controller as detailed above.
We will ‘forget’ your details
If you have previously agreed to us using your personal information, you may change your mind at any time by completing our Amend Consent form (insert link)
We will correct your information
If you would like to see a copy of your information that we hold, we would be happy to send you the details. Also, if you believe that any information we are holding on you is incorrect or incomplete, then please do let us know by contacting our Data Controller. We will promptly correct any information found to be incorrect. This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.
How long do we keep your data?
Aberdeen Endowments Trust will hold your personal data relating to your engagement with us for a period of 6 years to meet our legal obligations i.e. to respond to and defend against legal claims.
Complaints
You can complain to the Information Commissioner’s Office – https://ico.org.uk/concerns/
Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy. This policy was last updated on 6th November 2025.
Suppliers
Aberdeen Endowments Trust is committed to ensuring that the privacy of your employees is protected in line with legislation (The General Data Protection Regulation and the Privacy and Electronic Communications Regulation).
What personal information do we collect?
It may include:
Your employee’s name, job title, name, address, email address and telephone number.
How do we protect the information?
We use Sage Cloud based accounting to record our supplier’s details. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.
We will promise to only contact you with information you have requested.
We promise to ‘forget’ your details.
We promise to correct your information.
You can change your consent and contact preferences at any time by visiting out our subscribe/unsubscribe page.
Third party organisations
We won’t share your employees’ personal information with any other organisations for marketing, market research or commercial purposes. We will not export their personal information to countries outside the European Economic Area.
How long do we keep your data?
Aberdeen Endowments Trust will hold your personal data relating to your invoice for 7 years to comply with HMRC tax rules.
Complaints
Should you have any concerns to wish to make a complaint you can contact the Information Commissioner’s Office – https://ico.org.uk/concerns/ regarding our use of your personal information.
Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy. This policy was last updated on 6th November 2025.
Tenants
Aberdeen Endowments Trust is committed to ensuring that the privacy of its tenants is protected in line with legislation i.e. Data (Use and Access) Act 2025.
What personal information do we collect?
It may include:
Our tenant’s name, address, rental contract details, email address and telephone number.
How do we protect the information?
We use Sage Cloud based accounting to record tenant’s details. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.
We will promise to only contact you with information you have requested.
We promise to ‘forget’ your details.
We promise to correct your information.
You can change your consent and contact preferences at any time by visiting out our subscribe/unsubscribe page.
Third party organisations
We won’t share out tenant’s personal information with any other organisations for marketing, market research or commercial purposes. We will not export their personal information to countries outside the European Economic Area.
How long do we keep your data?
Aberdeen Endowments Trust will hold your personal data relating to your invoice for 7 years to comply with HMRC tax rules.
Complaints
Should you have any concerns to wish to make a complaint you can contact the Information Commissioner’s Office – https://ico.org.uk/concerns/ regarding our use of your personal information.
Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy. This policy was last updated on 6th November 2025.