Tel: 01542 834434 | Email:



General Information

This privacy notice outlines how we handle your personal information when you contact us via phone, email, visit our website, subscribe to our newsletter, or engage with our photography activities.

Our Commitments

When processing your personal information, we pledge to:

  • Inform you of why we need it.
  • Only request necessary information and avoid collecting excessive or irrelevant data.
  • Ensure the accuracy and currency of your information.
  • Notify you if we share your data with other organisations, unless legally obligated to do so without informing you.
  • Protect your data and restrict access to authorised personnel only.
  • Retain your data only for as long as necessary.

Who Are We?

Moray Reach Out is the data controller responsible for processing your personal data.

Contact Details:

  • Telephone: 01542 834434
  • Email:

Your Personal Data

Personal data refers to any information relating to a living individual who can be identified directly or indirectly from that data.

How We Collect Information

Most of the personal data we process is provided directly by you for reasons such as:

  • Using our services.
  • Making enquiries or requests.
  • Subscribing to our newsletter.

Sharing Your Information

Your enquiries may be forwarded to relevant team members to address your concerns. Your data is shared with SAGE, the Bank of Scotland, and The Pensions Trust for pension administration, as necessary. We will not share your data with third parties without your consent, except where required by law. We use Mailchimp for newsletter subscriptions, as detailed in their privacy notice.

Data Retention Periods

We retain your personal data only as long as necessary for the following purposes:

  • Recruitment Data: 6 months
  • Payroll Data: 3 years from the end of the financial year of leaving
  • Employee Data: 5 years after employment ends
  • Newsletter: Until you unsubscribe

Website Usage

When you visit our website, we collect information about your interactions, feedback, and newsletter subscriptions. This data helps us improve the site, respond to enquiries, send newsletters, and record survey responses.


We use Google and Monster Analytics to gather non-identifiable usage data, retained for up to 38 months.

E-newsletter Subscriptions

We collect your email address and preferences when you subscribe. We track email engagement and you can unsubscribe anytime, upon which your details will be deleted.


New team members are given a photo consent form upon joining, allowing them to opt in or out without repercussions. Consent can be withdrawn at any time, and any public pictures will be removed upon request.

Historical Data

We have digitised and published historical data, including photographs, newspaper articles, and statistics, to showcase our development. Consent was obtained for all photos. If you wish for your photo to be removed, please contact us.

Data Processing Compliance

Moray Reach Out complies with GDPR by:

  • Keeping data up to date.
  • Storing and destroying data securely.
  • Minimising data collection and retention.
  • Protecting data from loss, misuse, unauthorised access, and disclosure.
  • Implementing appropriate technical measures.

Data Usage Purposes

We use your data to:

  • Administer membership records.
  • Fundraise and promote our charity.
  • Manage employees and volunteers.
  • Maintain accounts and records.
  • Operate our website and deliver requested services.
  • Inform you of news, events, activities, or services.
  • Conduct research via surveys.

Legal Basis for Processing

We process data to:

  • Fulfil employment obligations and legal requirements (e.g., HMRC, Equality Act).
  • Protect vital interests where individuals cannot consent.
  • Meet contractual aims for trainees.
  • Complete customer orders.

Your Rights

Under GDPR, you have the following rights:

  • Request a copy of your personal data.
  • Correct inaccurate or outdated data.
  • Request data erasure when no longer needed.
  • Data portability to another controller (where applicable).
  • Restrict data processing during disputes.
  • Object to data processing (where applicable).
  • Lodge a complaint with the Information Commissioner’s Office (ICO).

Further Processing

If we intend to use your personal data for new purposes, we will provide a new notice outlining these purposes and seek your consent if necessary.

Contact Us

For queries, complaints, or to exercise your rights, please contact us at:

Moray Reach Out
Phone: 01542 834434



This privacy policy ensures the protection of your personal data in compliance with GDPR. For any further information or assistance, please reach out to us using the provided contact details.