Privacy Policy

View below or this document can be downloaded here

Last updated: 2 June 2026

Pilton Youth & Children’s Project (PYCP) is committed to protecting your personal data and respecting your privacy.

This notice explains how we collect, use, store and protect your information.

Who we are

Pilton Youth & Children’s Project is the data controller for any personal data that you provide to us.

We are a registered charity in Scotland (Scottish Charity Number: SC003353) and a company limited by guarantee (Registered in Scotland SC207455).

If you have any questions about how we use your data, you can contact us at:

  • Email: info@pycp.co.uk
  • Address: The Greenhouse, 33 West Pilton Brae, Edinburgh, EH4 4BH
  • Telephone: 0131 332 9815

Our commitment to you

We promise:

  • To keep your data safe and secure
  • To never sell your data
  • To be clear about how we use your information
  • To give you control over your data
  • To only use your data where we have a lawful basis to do so

What data we collect

Personal data is any information that identifies you as an individual. Depending on your involvement with PYCP, we may collect:

  • Name, address and contact details
  • Date of birth
  • Emergency contact details and next of kin
  • Medical information and additional support needs
  • Information about your participation in our services
  • Records of support provided
  • Consent forms (e.g. photography, activities)

We may also collect personal data from job applicants as part of recruitment processes.

We may collect sensitive (special category) data such as health information where necessary to support children and young people safely.

How we collect your data

We collect personal data from:

  • Consent and registration forms (paper or online)
  • Direct contact with you
  • Referrals from partner organisations (with your consent where required)

How we use your data

We use your information to:

  • Provide support and services to children, young people and families
  • Keep you informed about activities, changes, and cancellations
  • Ensure safety and respond to emergencies
  • Meet our safeguarding responsibilities
  • Monitor and improve our services
  • Meet legal and regulatory requirements

Our lawful basis for processing

We only collect and use your data where we have a lawful basis to do so. These include:

  • Consent – where you have given permission
  • Legal obligation – for example safeguarding duties
  • Legitimate interests – to deliver our services effectively
  • Vital interests – where necessary to protect someone’s life

Sharing your data

We will only share your data where necessary and appropriate.

This may include sharing with:

  • Safeguarding agencies (e.g. social work, police)
  • Partner organisations involved in your support
  • Funders (usually anonymised or limited information)
  • Professional service providers (e.g. IT systems, payroll providers)

We only share information where we have a lawful basis to do so and where it is necessary to support you or meet our responsibilities.

How we keep your data safe

We take appropriate steps to ensure your personal data is secure, including:

  • Secure IT systems and storage
  • Restricted access to personal data
  • Staff training in data protection
  • Safe storage of paper records

How long we keep your data

We only keep your personal data for as long as necessary.

Retention periods depend on the type of information and our legal responsibilities. We securely destroy or delete data when it is no longer required.

You can contact us for more information about our data retention periods.

Your data protection rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data (where appropriate)
  • Withdraw consent at any time
  • Restrict or object to how we use your data

To exercise any of these rights, please contact us using the details above.

Children and young people’s data

We work closely with children and young people and take extra care to protect their personal data.

  • For younger children, we collect and use information with the consent of a parent or guardian
  • As young people grow older, we support them to understand and manage their own data rights

Complaints

If you are unhappy with how we use your data, you have the right to complain to the Information Commissioner’s Office (ICO).

You can contact them at:
https://ico.org.uk

We would always welcome the opportunity to resolve any concerns with you first.

Automated decision-making

PYCP does not carry out automated decision-making. All decisions involving personal data are made by staff.

Website data and cookies

Our website may use basic cookies or analytics tools to help us understand how it is used and improve our services.

These do not identify individual users.

You can control cookies through your browser settings.

Changes to this privacy notice

We keep our privacy notice under regular review. Any updates will be published on this page.