Our Democracy is a loose and open coalition of organisations, campaigners and politicians who are dedicated to improving our local democracy. This website and the mailing list are administered by Electoral Reform Society Scotland. As a ‘not-for-profit’, the Society is exempt from registering as a data controller with the Office of the Information Commissioner. The Society will hold and process your personal information in accordance with this privacy policy.

If you have any questions about this privacy policy or our treatment of your personal information, please write to us by email to [email protected] or by post to:

The Data Protection Manager
Electoral Reform Society
3rd Floor News Building,
3 London Bridge Street,

1. When do we collect information and what information do we collect?

(a) When you subscribe to our email notifications we collect the information you enter. This is stored on the secure MailChimp platform (https://mailchimp.com/).

(b) We use cookies to collect information about your computer and about your use of this website. The information we collect includes your IP address, geographical location, browser type, referral source, length of visit and number of page views (see below for more information on cookies).

(c) We use the MailChimp platform (https://mailchimp.com/) to collect information about how you interact with emails from us. (See below for more information on tracking technology).

(d) We store any additional information you provide to us voluntarily, including feedback and your response to any communication from us.

2. How long will we keep your personal information?

(a) We will use your information to contact you as long as you consent to us still using it.

(b) If you unsubscribe we will stop contacting you, and keep your personal data on our records for a period of one year to enable you to easily resubscribe and for us to respond to any queries or complaints that you may have.

(c) We will keep statistical and computer use data for a period of 5 years.

(d) After this time we may continue to store your personal data, however, such personal data shall only be processed where necessary for legal reasons, for instance concerning a donation or membership.

3 Lawful basis for processing

(a) If you allow us to contact you regarding Our Democracy’s work, this communication is lawful on the basis of consent. You can withdraw your consent at any time.

3.1 How will we use your personal information?

(a) Where you provide information to us for a specific purpose, either through the website or in response to a communication from us, we will use your information for the specified purpose.

(b) We use your information collected from the website to enable your use of the website services, to personalise your repeat visits to our website and to administer the website.

(c) We will also use your information to send you notifications that you have specifically requested and to deal with enquiries and complaints made by or about you.

(d) We analyse the use of this website using Google Analytics, which uses cookies (see below for additional information about cookies) to generate reports. Such cookies may contain your information, in which case Google will store this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html

(e) We may provide other third parties with statistical information about our users, however, we will first ensure that this statistical information cannot be used to identify any individual user.

(f) We may engage a third party to help us carry out any of our activities and these third parties may be located in countries that do not provide the same level of protection as is provided in the United Kingdom. We will ensure that these third parties have an obligation to protect your information in the same way that we protect your information.

(g) We will not sell or rent your personal information to any third party.

(h) While the Electoral Reform Society maintains the website and mailing list, any data you enter on this site is kept separate from the Society’s data.

4. Campaigning

If you have consented to receive communications, we will use your information to send you communications relating to Our Democracy and on behalf of carefully selected third-party supporters, which we think may be of interest to you. We will only send campaign information where you have specifically agreed that we may do so.

If you are a child, aged under 13 years old, consent for our online services is only valid with parental authorisation.

You have a right to request that we stop contacting you at any time. If you no longer wish to be contacted, you can unsubscribe from Our Democracy by emailing [email protected]. Please state that your request refers to Our Democracy.

5. Data about another person

If you provide us with information about another person, you must first tell them that you will be passing their information to us and the purposes for which their information may be used (as set out in paragraph 3.1). You must ensure that they consent to us storing and using their personal information.

6. Cookies and tracking technology

A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. This information is used to track visitor use of the website and to compile statistical reports on website activity, as described in paragraph 3 above.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Please note that if you choose to decline cookies, you may not be able to fully experience the interactive features of our website services. For further information about cookies and how to refuse and delete them visit www.aboutcookies.org or www.allaboutcookies.org.

When you open an email from us or click a link an email, these activities are recorded in the secure MailChimp platform (https://mailchimp.com/). We use this information to help us decide what future emails to send you.

7. Security of your personal information

Your information will be kept confidential on the secure MailChimp database (except as specifically described in paragraph 3). We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. You are responsible for keeping your user details confidential.

8. Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our privacy policy by email.

9. Your rights

You are entitled to ask for a copy of any information that we hold about you. If you would like us to provide a copy of this information, please e-mail the Data Protection Manager at [email protected] or write to:

The Data Protection Manager
Electoral Reform Society
2-6 Boundary Row

Please enclose proof of your identity with your request and state that you are referring to Our Democracy. We will reply within one month.

10. Third party websites

Our website links to a variety of other websites. This privacy policy does not apply to those websites and, before using those websites, you should check their privacy policies. We are not responsible for the privacy policies of these websites, nor for the way in which information about their users is treated.

11. Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated at [email protected]. We will update our records within 10 working days of receiving your email.