Privacy Policy

Last updated: 31 March 2026

1. Who we are

Scotland’s Four Words (“we”, “us”, “our”) operates the website scotlandsfourwords.org.

We are committed to protecting your personal data and respecting your privacy.

Contact details
Scotland’s Four Words
Website: scotlandsfourwords.org
Email: info@scotlandsfourwords.org
Business address: To be confirmed

This privacy policy explains what personal data we collect, how we use it, how long we keep it, and your rights in relation to that data.

2. What personal data we collect

When you use our website or submit one of our forms, we may collect:

  • First name
  • Last name
  • Email address
  • Pledge type
  • Pledge confirmation information
  • Enquiry details you enter into a text box
  • Technical information such as IP address, browser/device information, and security or analytics data collected through website tools and cookies

3. How we collect your data

We collect personal data directly from you when you:

  • Submit a pledge form
  • Submit a contact form
  • Email us
  • Interact with cookie banners or consent tools
  • Browse our website where cookies or similar technologies are enabled

4. Why we use your personal data

We use your personal data to:

  • Record and manage pledges made through the website
  • Respond to enquiries and messages
  • Administer and improve the campaign website
  • Maintain website security and prevent misuse
  • Understand how visitors use the site, where you have consented to analytics cookies
  • Manage communications and contact records connected with your pledge or enquiry

5. Our lawful bases for processing

We rely on the following lawful bases under UK data protection law:

Consent

We rely on your consent where you choose to submit a pledge, where you tick any consent or confirmation box, and where non-essential cookies or analytics tools are used.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests in running and improving the campaign website, responding to enquiries, keeping appropriate records, and protecting the website from spam, attacks, and misuse, provided your rights do not override those interests.

6. Cookies and analytics

Our website uses cookies and similar technologies. Some cookies are necessary for the website to function. Others, such as analytics cookies, help us understand website usage.

We use CookieYes to help manage cookie preferences and consent choices. We use Google Site Kit / Google Analytics to measure website traffic and usage.

You can manage your cookie preferences using the cookie banner on our website. You can also control cookies through your browser settings, although blocking some cookies may affect website functionality.

7. Who we share your data with

We do not sell your personal data.

We may share personal data with trusted service providers where necessary to run the website and campaign, including providers that support:

  • Website hosting and maintenance
  • Form handling through Gravity Forms
  • Website security through Wordfence
  • Analytics through Google Analytics / Site Kit
  • Cookie consent management through CookieYes
  • Communications or contact management through HubSpot

We may also disclose personal data where required by law, regulation, court order, or to protect legal rights.

8. International transfers

Some of our service providers may process personal data outside the United Kingdom.

Where personal data is transferred outside the UK, we will take steps to ensure it is protected using an appropriate lawful transfer mechanism, where required.

9. How long we keep your data

We keep form submission data for up to 365 days and then delete or review it unless we need to keep it longer for a lawful reason, such as dealing with an ongoing enquiry or legal issue.

Analytics retention may be managed separately within Google Analytics settings.

10. Data security

We take reasonable technical and organisational steps to protect personal data against unauthorised access, loss, misuse, or alteration.

We use security tools, including Wordfence, to help protect the website from malicious activity and abuse.

11. Your rights

Depending on the circumstances, you may have the right to:

  • Request access to your personal data
  • Request correction of inaccurate data
  • Request deletion of your personal data
  • Object to certain processing
  • Request restriction of processing
  • Withdraw consent where processing is based on consent
  • Request transfer of your data where applicable

To exercise any of these rights, please contact: info@scotlandsfourwords.org

12. How we handle access and deletion requests

We may use WordPress tools and plugin features to export or erase personal data where appropriate in response to valid requests. Please note that deletion requests may not automatically remove data from backups or archives immediately.

13. Complaints

If you have a concern about how we use your personal data, please contact us first at info@scotlandsfourwords.org and we will try to resolve it.

You also have the right to complain to the Information Commissioner’s Office (ICO).

14. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.