Welcome! Neuroclacks is looking to restart to support neurodiverse people around Stirling following our separation from CTSI. 👋

Data Protection 🔒

Neuroclacks Data Protection Policy

1. Introduction

Neuroclacks is committed to protecting the personal data of its members and ensuring transparency in how we collect, store, and use this information. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

We may collect and process the following personal data:

Name and contact details (email, phone number) provided via the sign-up form.
Communication preferences and accessibility needs.
Emergency contact name and phone number (optional).
Photos and videos from events.
WhatsApp group participation details (if applicable).

3. How We Use Personal Data

We collect personal data for the following purposes:

To communicate with members in line with their stated preferences.
To organize and improve events, workshops, and services.
To share updates via email, social media, or other communication channels.
To promote our activities through photos and videos on social media. This includes sharing images and videos from events where attendees may appear in the background or foreground. By participating in Neuroclacks events, members acknowledge and agree that they may appear in such media content.
Emergency contact information will only be used in the event of a serious incident or emergency involving the member.

4. Data Security and Storage

Personal data provided via the sign-up form is securely stored and only accessible by authorized committee members.
We use password and multifactor authentication systems to ensure that access is restricted to only those who need it for Neuroclacks operations.
We do not share personal data with third parties without explicit consent, unless legally required.
Neuroclacks uses Sensitivity Labels in Microsoft 365 to help secure information:
1. Public: Applied to files that can be shared with anyone, such as newsletters and website publications.
2. Limited: Used for files that can be shared within the Neuroclacks Committee or specific third parties. Most emails fall under this category unless they contain Personal Identifiable Information (PII).
3. Confidential: Applied to files that contain PII. This includes any data where loss could breach legal obligations under Data Protection Law, such as members' phone numbers or private medical history.
Office Message Encryption (OME) is automatically applied to confidential emails to ensure that sensitive information remains secure. Encrypted emails can only be accessed by authorized recipients, preventing unauthorized access. For guidance on acccessing emails encrypted by OME, see the relevant Microsoft Support Article.

5. Communication Preferences

Every member agrees to receive communication via email.
Members may also choose their preferred method of communication from the following options: Telephone Call, SMS / RTS / iMessage, WhatsApp DM.
If a member chooses to have an induction call before their first session, we will call them even if they have opted not to receive telephone calls otherwise.
Members can update their preferences at any time by contacting a committee member or info@neuroclacks.com. A list of committee members can be found at www.neuroclacks.com/meet-our-committee.

6. WhatsApp Community Transparency

Neuroclacks operates an optional WhatsApp Community with groups for members who wish to stay connected.
By joining, members acknowledge that their phone number will be visible to others in the groups.
Members can leave the groups or community at any time if they wish to.

7. Data Retention and Deletion

Personal data will be retained unless a member explicitly requests its deletion.
If a member requests data removal, they will no longer be able to attend Neuroclacks group sessions or participate in the WhatsApp Community unless they sign up again at a later date.
Members can update their information at any time by informing a committee member or emailing info@neuroclacks.com. A list of committee members can be found at www.neuroclacks.com/meet-our-committee.
Data no longer needed will be securely deleted or anonymized.

8. Your Rights

Under UK GDPR, members have the right to:

Access their personal data and request a copy.
Correct any inaccurate or incomplete data.
Withdraw consent for processing where applicable (please note that withdrawing consent for processing personal data or requesting deletion means you will no longer be able to participate in Neuroclacks group sessions or be part of the WhatsApp Community, as data processing is required for these activities).
Request deletion of their personal data.