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                                                                                       Privacy Policy

                                                                                     Scotland Far East Prisoner of War Trust

                                                                          Last updated: 25 June 2026

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Scotland Far East Prisoner of War Trust respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, support our work, volunteer, donate, contribute historical materials, subscribe to updates, or take part in remembrance, educational or community activities.

This policy applies to our website:

www.scotlandfepowtrust.com

and to related communications connected with Scotland Far East Prisoner of War Trust.

 

1. Who we are

Scotland Far East Prisoner of War Trust is a not-for-profit remembrance and education organisation dedicated to preserving the memory, history and legacy of Scottish Far East Prisoners of War, those who served in the Far East and Pacific campaigns, and those affected by captivity, forced labour, illness, loss and post-war silence.

For the purposes of UK data protection law, Scotland Far East Prisoner of War Trust is the data controller for personal information we collect and use.

 

Contact:
Scotland Far East Prisoner of War Trust
Website: www.scotlandfepowtrust.com
Email: info@scotlandfepowtrust.com 

 

2. Personal information we may collect

We may collect personal information when you:

  • visit our website;

  • complete a contact form;

  • email us;

  • subscribe to updates or newsletters;

  • donate or ask about donating;

  • volunteer or express interest in helping;

  • submit a family story, photograph, service record or remembrance tribute;

  • request educational resources;

  • take part in an event, ceremony or campaign;

  • contact us through social media;

  • give permission for us to share a name, image, story or tribute.

The information we may collect includes:

  • name;

  • email address;

  • telephone number, if provided;

  • postal address, if provided;

  • organisation, school, museum, council or group name, if relevant;

  • messages, enquiries and correspondence;

  • donation information, but not full card or bank details;

  • event participation details;

  • volunteer interest and availability;

  • photographs, documents, military service information or family history information you choose to send us;

  • consent records where consent is required;

  • website usage information, such as IP address, browser type, device type and pages visited.

3. Historical, family and remembrance information

Because our work involves remembrance, family history and military history, people may choose to send us information about relatives, veterans, prisoners of war, casualties, survivors or descendants.

This may include:

  • names of service personnel;

  • regiment, unit, service number or rank;

  • wartime experiences;

  • prisoner of war camp details;

  • photographs;

  • letters, records or archive material;

  • family memories;

  • stories about illness, captivity, trauma, death or bereavement.

We treat this material with care and respect.

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Where information relates to living people, we will handle it under UK data protection law. Where information relates to deceased people, UK GDPR does not apply in the same way, but we will still treat the information respectfully and sensitively.

We will not knowingly publish private family information about a living person without an appropriate lawful basis or permission.

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4. Special category data

Some information may be sensitive. This may include information about health, disability, ethnicity, religion, political opinions, or traumatic experiences.

Special category data needs extra protection under UK GDPR, and organisations must identify both a lawful basis and a separate condition for processing it.

We will only collect or use this kind of information where it is necessary and appropriate, for example:

  • where you have clearly chosen to provide it;

  • where it is relevant to a remembrance story or tribute;

  • where it is needed for accessibility, safeguarding, event support or volunteer arrangements;

  • where we have your explicit consent;

  • where it is necessary for legal claims or legal protection;

  • where it is otherwise permitted by law.

5. How we use personal information

We may use personal information to:

  • respond to enquiries;

  • provide information about our work;

  • manage donations and supporter communications;

  • organise remembrance events, campaigns or educational activities;

  • process volunteer enquiries;

  • send newsletters or updates where permitted;

  • share remembrance stories, photographs or tributes where permission has been given;

  • maintain historical records and educational resources;

  • improve our website and public engagement;

  • protect the security of our website;

  • keep appropriate records;

  • comply with legal obligations.

We will not sell personal information.

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6. Lawful basis for using personal information

Depending on the circumstances, we may rely on one or more lawful bases under UK GDPR:

Consent

We may rely on consent where you have clearly agreed to something, such as:

  • receiving newsletters;

  • allowing us to publish a photograph, tribute or family story;

  • allowing us to share your name publicly;

  • receiving campaign updates.

You can withdraw consent at any time.

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Legitimate interests

We may use information where it is necessary for our legitimate interests, provided your rights and freedoms are not overridden. This may include:

  • responding to enquiries;

  • maintaining supporter records;

  • improving our website;

  • protecting website security;

  • promoting remembrance and education;

  • keeping a record of correspondence.

 

Legal obligation

We may process information where required by law, such as accounting, tax, fraud prevention or regulatory duties.

Contract or pre-contract steps

This may apply where we arrange services, event participation, commissioned work, supplier relationships or resource requests.

 

Vital interests

In rare cases, we may use information to protect someone’s life or safety.

 

7. Donations

If you donate through a third-party provider such as PayPal, Stripe, GoFundMe, JustGiving or another payment processor, your payment information is handled by that provider.

We do not store full bank card details.

We may keep donation records for accounting, legal and transparency purposes.

 

8. Newsletters and supporter updates

If you sign up for updates, we may use your email address to send information about:

  • remembrance campaigns;

  • educational resources;

  • events;

  • fundraising;

  • appeals;

  • public awareness work;

  • historical updates.

You can unsubscribe at any time.

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Where the law allows, charities and not-for-profit organisations may be able to contact supporters under certain “soft opt-in” rules, but we will always aim to provide clear choices and respect your preferences. The ICO confirmed changes in 2026 giving charities new flexibility for supporter emails, texts and messages where requirements are met.

 

9. Website analytics

We may use analytics tools to understand how people use our website.

This may include:

  • pages visited;

  • time spent on pages;

  • device type;

  • browser type;

  • general location, such as country or region;

  • referral source.

Analytics help us improve the website and understand which educational or remembrance materials are most useful.

Non-essential analytics cookies should only be used with appropriate consent.

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10. Embedded content and social media

Our website may include embedded content from third-party platforms, such as:

  • YouTube;

  • Facebook;

  • Instagram;

  • X/Twitter;

  • TikTok;

  • Vimeo;

  • Google Maps;

  • donation platforms.

Embedded content may behave as though you visited the third-party website directly. These platforms may collect data, use cookies, track interactions or connect activity to your account if you are logged in.

We are not responsible for the privacy practices of third-party platforms.

 

11. Who we share information with

We may share limited personal information with trusted third parties where necessary, including:

  • website hosting providers;

  • Wix or website service providers;

  • email providers;

  • donation/payment processors;

  • newsletter platforms;

  • accountants or professional advisers;

  • event partners;

  • schools, museums, councils or remembrance organisations, where relevant and appropriate;

  • legal or regulatory authorities where required.

We will only share what is necessary.

We will not sell personal information.

 

12. International transfers

Some website, email, analytics, social media or donation services may process data outside the UK.

Where this happens, we will rely on appropriate safeguards where required by law, such as adequacy regulations, standard contractual clauses, or provider safeguards.

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13. How long we keep information

We keep personal information only for as long as necessary.

As a guide:

  • general enquiries: up to 2 years;

  • newsletter records: until you unsubscribe;

  • donation records: usually 6 years for accounting purposes;

  • volunteer records: while active and for a reasonable period afterwards;

  • event participation records: as long as needed for administration, safeguarding or legal purposes;

  • consent records: while the material is used and for a reasonable period afterwards;

  • historical submissions: may be kept long-term as part of the Trust’s remembrance, archive and education work, unless otherwise agreed.

Where you ask us to delete information, we will do so unless we have a lawful reason to keep it.

 

14. Security

We take reasonable steps to protect personal information, including:

  • secure website hosting;

  • SSL encryption where available;

  • password protection;

  • restricted access;

  • careful handling of family and historical material;

  • avoiding unnecessary collection of personal data.

No website or email system can be guaranteed completely secure, but we take privacy seriously.

15. Your rights

Under UK data protection law, you may have the right to:

  • access your personal information;

  • correct inaccurate information;

  • request deletion;

  • restrict processing;

  • object to processing;

  • withdraw consent;

  • request a copy of your data;

  • complain to the Information Commissioner’s Office.

To exercise your rights, contact us at:

info@scotlandfepowtrust.com

16. Children and young people

Our website contains educational and remembrance material that may be viewed by children and young people.

We do not knowingly collect personal information from children without appropriate consent.

If a child submits personal information, a parent, guardian or teacher may contact us and ask for it to be removed.

17. Complaints

If you are unhappy with how we handle your data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Website: ico.org.uk

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

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