Data Privacy Statement
1. Who we are
At Kyniska Advocacy, we are committed to protecting the privacy and personal data of everyone who engages with our organisation. We take your trust, dignity and information seriously, especially when it comes to the sensitive information shared with us from those who use our support services.
2. Scope of this document
This privacy document outlines how we collect, store, and protect your data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy and other policies included under this document apply to all members of Kyniska, including staff (full-time, part-time and contracted); volunteers; ambassadors; independent advisors; contractors; and partner agencies with whom Kyniska has a formal contractual agreement – hereafter all referred to as Kyniska staff, representatives and volunteers.
3. What information we collect
When you use our services, in particular our support service, we may collect and store the following types of personal data:
Name and contact details (e.g. email, phone number)
Demographic information (e.g. age, gender, location)
Details related to your enquiry or support needs (e.g. sport related information)
Any additional information you choose to share with us in the course of receiving support
We only collect data that is necessary to provide appropriate support and ensure your safety and wellbeing.
4. How we store your data
Your personal data is securely stored in Beacon, our cloud-based Customer Relationship Management (CRM) system. Beacon is fully compliant with UK GDPR and uses modern encryption and access control measures to keep your data safe.
Only authorised members of our team have access to your records, and access is strictly limited to those who need it to deliver support services. We never share your information without your explicit consent, unless required by law or where there is a serious risk of harm.
5. How we use your data
We use your information to:
Deliver personalised support services
Maintain a secure and accurate record of your case
Monitor and evaluate the effectiveness of our services (in anonymised form)
Comply with legal obligations, if applicable
We do not use your data for marketing purposes without your consent.
6. Partnerships and Data Sharing
In some cases, we may work in partnership with trusted organisations or professionals in order to provide the best possible support. Where information needs to be shared with a partner, this will only happen:
With your explicit, informed consent;
When it is necessary for your care or support;
And where a Data Processing Agreement is in place between Kyniska Advocacy and the partner organisation.
For each such partnership, we will provide you with a clear consent statement explaining what data will be shared, with whom, and for what purpose. You will always have the opportunity to ask questions and decline sharing your information.
7. Your Rights
You have the right to:
Access the personal data we hold about you
Request correction of any inaccuracies
Request deletion of your data, where applicable
Withdraw your consent at any time (where we rely on it)
Raise a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been misused
8. How long we keep your data
We retain your data only for as long as necessary to provide our support services and comply with legal obligations. We review our data retention practices regularly to ensure we do not hold on to data longer than needed.
9. Contact Us
If you have any questions about this statement, or would like to exercise any of your rights, please contact us at:
Email: hello@kyniska.advocacy.com
By using Kyniska Advocacy’s support services, you agree to the terms outlined in this privacy statement. We may update this notice periodically, and we encourage you to review it from time to time.
CEO’s Statement
I confirm that this policy is current and effective, having been reviewed October 2025.
Mhairi Maclennan
CEO
