Privacy Policy

Who we are:

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

The Pilton Youth & Children’s Project is a national charity, registered in Scotland (Scottish Charity Number: SC003353) and a company, limited by guarantee (Registered in Scotland SC207455).

Our Vision:

Pilton Youth and Children’s Project want to have a world where all children and young people can achieve their full potential.

Our Mission:

Pilton Youth and Children’s Project is rooted in the local community and is committed to enabling young people to realise their unique potential and to take a positive role in society.

Our Values:

  1. We understand that each young person is unique and also part of a bigger society. We aim to encourage, nurture and respect their individual and collective aspirations as well as their sense of responsibility.

  2. We believe that working collaboratively rather than in competition with other agencies enriches our work and achieves the best outcomes for children and young people.

  3. Through our services we aim to demonstrate our strong and constant commitment to the local community and the families of our service users.

  4. We work to achieve the empowerment of our service users by encouraging their belief in their own potential and value and helping them build and maintain supportive networks.
    We strive to include all local young people in our services, tailoring services to respond to individual and group needs and actively challenging all forms of discrimination.



  • To provide a flexible and sustainable range of inclusive and free services for the health and well-being of young people in North Edinburgh through provision of open-access youth services, targeted and referred support, employment advice and informal education.
  • To develop and sustain partnerships, where the benefits for young people are proportional to our input and which enhance our services and reputation.
  • To promote our plans and activities to the media, local people, partners, funders and potential funders and politicians in order to communicate about the challenges faced by and the achievements of young people.
  • To secure funding from a diverse range of sources to achieve sustainability and growth in support of our Mission and to be confident about our security as well as having ambition.
  • To embed evaluation of processes, outputs and outcomes within all of our activities and to act on the findings.
  • To involve young people in strategic planning, needs assessment, development and implementation, review and evaluation of services.
  • To ensure that we have a robust system to support a transparent organisation, with the stability and flexibility to maintain and develop quality services.


PYCP works with stakeholders, groups, individuals and representatives across Edinburgh who share the charity’s values, to enable PYCP to deliver our services that are important to children and young people.

Pilton Youth & Children’s Project Privacy Policy

We promise:

  • To keep your data safe and private
  • Not to sell your data.
  • To give you ways to manage and review how we keep in touch with you

  • What data is being collected?

As a member of the Pilton Youth & Children’s Project, we ask for a range of different information on you to make sure that we can keep in contact parents, children and young people. The data we store includes:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses, next of kin, emergency contact and medical information.
  • Who your main worker is.
  • Date of birth.
  • Religious needs.
  • Dietary requirements.
  • Various consents (media, photography, video, etc.)
  • Reports for meetings
  • Records of 1:1 and group sessions.
  • Records of any wellbeing and safeguarding concerns

What is the legal basis for processing the data?

Pilton Youth & Children’s Project obtain this data through the Consent and Registration form.  This comes direct from you either in paper format or via DocuSign online.  

The company may also gather sensitive personal data on children and young people (but not limited to), information on health and medical conditions.

All information is stored securely, and we follow the standard retention procedures for storing data in line with the GDPR regulations, please refer to the policy for details of the retention procedures for storage.  PYCP can also confirm that as an organisation, we do not carry out automated decision-making, we ensure that human intervention is always involved. We will notify you should anything change in this regard.

How will the information be used?

What we use your personal information for:

How we use your information:

Personal contact details such as name, title, addresses, telephone numbers and personal email addresses, next of kin and emergency contact information.

To ensure we have the most up to date contact information so that we can keep in touch when our services change, clubs cancel, or to reach you or your next of kin in an emergency.

Date of birth

To ensure your child falls within the age category for PYCP, 5 to 18 years old.


For the basis of staffing ratios

Medical information

In case of emergency to get professional help and to share with medics when life is threatened.

Food allergies, intolerances, dietary requirements

To make sure we are not giving your child any food that would cause injury, illness or offence if part of their culture not to eat/drink.

What type of other data do we collect?

The only data we collect is from the Consent and Registration Form you complete for your child or young person to attend PYCP clubs and groups.


We do not collect any information when you access our WIFI.

Mailing Lists

We do not gather or share information for mailing lists outside of PYCP.

Third Parties

We share information with no one outside of our project


One of the public health measures to deal with Covid 19 is the “test, trace, isolate, support” approach. This approach is designed to help us all interrupt chains of transmission in the community by identifying cases of COVID-19, tracing the people who may have become infected by spending time in close contact with them, and then supporting those close contacts to self-isolate, so that if they have the disease they are less likely transmit to it to others.

We therefore need to record your visit to our centre to support the Government in this protocol. The data requested will only be used for the above purposes and will only be passed to Public Health Scotland if requested. Our records will be deleted after an appropriate lapse of time.

·         Reports for meetings.


As part of ongoing 1:1 support.   This would only be kept for the duration of their support.

·         Records of 1:1 and group sessions.


As part of ongoing 1:1 support.   This would only be kept for the duration of their support.

·         Records of any wellbeing and safeguarding concerns

Stored securely and keeping records of Child Protection for 7 years.

How long will the data be stored for?

If your child is a member of Pilton Youth & Children’s Project (PYCP):

PYCP will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

What rights does the data subject have?

Under the General Data Protection Regulation (effective from 25 May 2018), there are a number of new rights relating to Data Protection:

You have the following rights:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

You can find more information about these rights on the Information Commissioner’s website.

How can the data subject raise a complaint?

To request a copy of the information that we hold about you, correct any information that is inaccurate, unsubscribe from our services, or withdraw your consent, you can contact us at or write to us at:

Data Protection
Pilton Youth & Children’s Project
The Greenhouse

33 West Pilton Brae



For enquiries about the Pilton Youth & Children’s Project (the Data Controller) data protection practices, you can contact   

Should you wish to make a complaint about the Pilton Youth & Children’s Projects collection or use of data, the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals is the Information Commissioner’s Office.