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Privacy Notice

Welcome to Macaulay Development Trust’s (“MDT”) privacy notice.

MDT is committed to respecting your privacy and protecting your personal data.  This privacy notice informs you about the data processing practices carried out by MDT and also tells you about your privacy rights and how the law protects you.

If you have any requests concerning your personal information or any queries with regard to our practices, please contact our Data Protection Contact: Mr Timms, Executive Administrator, c/o James Hutton Institute,  Countesswells Road, Craigiebuckler, Aberdeen AB15 8QH or via email.

Purpose of this Privacy Notice

This privacy notice aims to give you information on how MDT, collects and processes your personal data, including any data you may provide to us from time to time.  

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

By visiting our website or by corresponding with us by phone, email, letter or otherwise, you are acknowledging that you have read this privacy notice. 

Who we are and the information we collect

We are Macaulay Development Trust, a charity registered in Scotland with registered charity number SC023988.  Our address is c/o James Hutton Institute, Countesswells Road, Craigiebuckler, Aberdeen AB15 8QH (“we”, “our” and “us”).  We are data controller of any personal data that you provide us.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Depending on how you interact with us, we may collect, use, store and transfer the following kinds of personal data about you:

  • Identity Data: includes first name, last name, title, date of birth, job title and organisation.
  • Contact Data: includes address, email address and telephone numbers (including referees details).
  • Financial Data:  if you are in receipt of an award we may also collect your bank details.
  • Technical Data: includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
  • Usage Data: includes information about how you use our website (in particular the pages users visit most often) and interact with us.

In addition to the above, we collect information automatically about your visit to our website.  Please see our Cookies section for more details.  We gather general information about the use of our website, in particular, the pages users visit most often.  We may also track popular links on emails originating from us.  We may use this information to personalise the way our website is used to improve the service we provide to users.  Wherever possible, we use aggregated or anonymous information which does not identify individuals.

We collect sensitive personal data/special categories of personal data (including details of your special needs or requirements (if any)).  We will take extra care when processing this personal data. 

Use of personal Information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you;
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
  • Where we need to comply with a legal or regulatory obligation; and
  • Where you have consented to us processing your personal information (for marketing purposes). 

Your information

Collecting your information

We collect personal information that you give us:

  1. when applying for any grant funding; or
  2. when you provide information to us as a stakeholder.

How we use your data

We use your data to:

  • Administer any grant funding programme that you have submitted
  • Monitor any award or programme place if successful
  • Respond to any queries that you raise with us
  • Understand how we can improve our services and information
  • Send you communications that may be of interest to you, either electronically or otherwise


It is your choice whether you receive information such as marketing from us.  If you indicated that you are interested in receiving information about MDT’s activities, we will send you communications either electronically or by post. We will not contact you for marketing purposes unless you have given your prior consent. If, at any time, you no longer wish to receive this information, please send a written request via email.

Also, all of our email marketing correspondence gives you the option to opt-out of receiving further marketing emails. Please note that you will still receive emails directly related to an enquiry you have submitted via our contact form.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limited access to your data to those employees, agents, contractors and third parties who have a business need to know.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 

Sharing information

The information you provide to us will be treated as confidential and will be processed by the Trustees and our Executive Administrator.  We may disclose your personal data to other third parties for the purposes set out in his notice including our advisors, business advisors, external assessors and program partners (where necessary).  

Transfers outside the EU

The information that we collect from you will not be transferred outside of the European Economic Area (“EEA”).   

Your rights

You have the right at any time to:

  • Request access to your personal data - commonly known as a “data subject access request”. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it
  • Request correction of your personal data – if the information that we hold is incomplete or inaccurate.
  • Request erasure of your personal data – to ask us to delete or remove data.
  • Object to processing of your personal data – to ask us to stop processing your data.
  • Request the restriction of processing of your personal information.  This enables you to ask us to suspend processing of personal information about you, for example if you want us to establish its accuracy or reason for processing it. 
  • Request the transfer of your personal data to another party.
  • Withdraw your consent to the processing of personal information at any time.

If you would like to exercise any of your rights above, please contact our Data Protection Contact via email.

You also have the right to make a complaint to the Information Commissioners Office (ICO), the UK supervisory body for data protection issues ( in relation to our use of your personal information. 

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.


We may change this privacy notice from time to time.  Any significant changes will be detailed on our website.

Last updated: June 2018.