The Scottish Battlefields Trust and your data

At the Scottish Battlefields Trust we take your privacy and personal data seriously and we are committed to letting you know how we use your personal information and to do so responsibly.

References to “we”, “us”, “or “our” in this Privacy Policy are references to the Scottish Battlefields Trust.

1. Information about you

1.1       We will collect personal information from you when you join our organisation or provide that information to us during events, surveys or activities. This may include your name, title, email address, physical address, telephone numbers, role title and any information about you that you yourself divulge which might assist in preserving, researching or interpreting battlefields. 

1.2       We may collect contact information about you if you are a battlefield landowner, media organisation, national or local government officer or a member of an amenity or local society or organisation which can help support our charitable aims to protect, research and present battlefields as educational and historical resources.

2. Our use of your information

2.1       Your personal information will only be used to process your requests, facilitate your membership of the Scottish Battlefields Trust (including providing a reminder if it has lapsed), provide you with our services (eg. our quarterly magazine and details of activities, events or meetings), and information relating to such services and other battlefield information we think might interest you.  Your request to join the Scottish Battlefields Trust will be treated as your consent for us to use your data for the purposes set out in this paragraph.     

2.2       If you are one of our officers or battlefield representatives we may share your information with one of our partner organisations in order to facilitate battlefield preservation, research or interpretation.  Your consent for this will be sought when you become an officer or battlefield representative. 

2.3       If you are a Trustee of the Scottish Battlefields Trust we will process your personal data to meet the requirements of Charity and Company Law.

2.4       If we wish to use your information for any other purpose, we will contact you to seek your consent.

2.5       We will never share your personal information with an outside organisation for purposes you are not aware of or which are not connected to our activities. If you are a member, your postal address will be shared only with those responsible for the despatch of the quarterly magazine.

3. Security

3.1       We will take reasonable precautions to prevent the loss, misuse or alteration of information you give us.  We may communicate with you by email.  Such communications won’t be encrypted and if you would prefer us not to communicate with you in this way, please contact us.

3.2       Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.

4. Retention

4.1       We will keep your personal data for as long as you remain a member and thereafter keep only that data necessary to meet the requirements of Company law. If your membership subscription lapses we will retain all your data until you confirm you no longer wish to be a member or for a further year, whichever is the shorter.

4.2       We will keep Trustee personal data for as long as necessary to comply with Charity and Company law.

4.3       We will keep all other information for as long as it remains current for performing our charitable aims.

5. Other information

5.1       At any time you can have the right to be informed about the information we hold about you and the purposes we are using it for.  You can ask us to stop or restrict our processing of your information, require us to correct information we hold about you that is wrong or to erase all the information we hold about you. You can also ask for a machine readable copy of your information to provide to other organisations or individuals. If you want us to do any of these things then please email us at

5.2.      The Data Controller is the Scottish Battlefields Trust.

5.3       If you are dissatisfied with the way the Scottish Battlefields Trust has processed your personal data please raise your concerns with us.