Privacy Policy

a. Who are we?

The Moredun Group of Companies “The Moredun Group” consists of:

• The Moredun Foundation
• The Moredun Foundation Equine Grass Sickness Fund
• Moredun Research Institute
• Pentlands Science Park Limited
• Moredun Scientific Limited

The Moredun Foundation is a registered charity (no. SC022515) and company limited by guarantee (no. SC151865) supporting livestock health and welfare through research and education and is recognised worldwide for its contribution to research into infectious diseases of farmed livestock.

The Moredun Foundation Equine Grass Sickness Fund (a division of the Moredun Foundation) is dedicated to supporting and advancing research into grass sickness and further improving the treatment of grass sickness.

Moredun Research Institute is a company (no. SC149440) conducting world class scientific research on the infectious diseases of livestock, caused by important viruses, bacteria and parasites.

Pentlands Science Park Limited is the company (no. SC148767) that manages the much admired Pentland Science Park, home of the Moredun Group. Set in beautifully landscaped surroundings, the park also provides an excellent supported environment for commercial tenants involved in research and development in life sciences.

Moredun Scientific Limited is a contract research organisation specialising in animal health and biosafety testing of biopharmaceuticals enabling companies to develop, register and commercialise their products.

Moredun Animal Health Limited, registered in Scotland, No SC161952; Pentland Holdings Limited, registered in Scotland, No SC174058; Edinburgh BioParks Limited, registered in Scotland, No SC170545; Inocul8 Limited, registered in Scotland, No SC347044; ArxBio Limited, registered in Scotland, No SC357619; Wormvax Limited, registered in Scotland, No SC357621; Evalu8 Science Limited, registered in Scotland, No SC357622; Gener8 Science Limited, registered in Scotland, No SC357623; Anticip8 Science Limited, registered in Scotland, No SC357624.

All of the UK companies have their registered office at Pentlands Science Park, Bush Loan, Penicuik, Midlothian, EH26 0PZ.

Wormvax Australia Pty Ltd, registered in Australia, ABN 59 162 279 987, registered office at Level 9, 575 Bourke Street, Melbourne, Vic 3000, Australia.

Two of the Moredun Group companies are also registered as charitable organisations: The Moredun Foundation, registered in Scotland, No: SC022515; Moredun Research Institute, registered in Scotland, No: SC022353.

b. Purpose of Privacy Policy

The Moredun Group is committed to protecting and respecting your privacy and complies with its obligations under the General Data Protection Regulations by keeping personal data up to date. This is achieved by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

c. Definitions

We or us or our means The Moredun Group

Website means the whole or any part of the website controlled or operated by The Moredun Group located at www.moredun.org.uk and www.grassickness.org.uk

Digital Platform refers to Facebook, Twitter, LinkedIn

Product or products means goods and services provided by The Moredun Group including, but not limited to, The Moredun Foundation membership, advice request, submitting samples, merchandise and charitable donations

ICO stands for the Information Commissioner Office https://ico.org.uk/

GDPR stands for General Data Protection Regulations

d. What is Personal Information?

Personal information is anything which enables us to identify you in some way such as a name, email address, or an online identifier such as an IP address.

You may be asked to provide personal information through our Website or on paper forms or by phone.

Special category data means personal information revealing your racial or ethnic origin; political opinions; religious or philosophical beliefs; or trade union membership; the processing of genetic data; biometric data; data concerning health or data concerning your sex life or sexual orientation; and criminal convictions or involvement in criminal proceedings.

e. Updating your Personal Information

The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please contact the Communications Director, The Moredun Foundation, Pentlands Science Park, Bush Loan, Penicuik, EH26 0PZ or email info@moredun.org.uk.

f. How do we keep your Personal Information safe?

We will take all reasonable steps to ensure the safety and security of your personal data. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

All financial transactions on the www.moredun.org.uk and www.grassickness.org.uk sites (online donation and product purchase) are handled through our payment services provider, PayPal. You can review the PayPal privacy policy at www.paypal.com. If you make a donation or purchase a product from us by other means then payment details are collected and subsequently destroyed once the payment is processed.

g. Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, your employment contract or contract for services)

to comply with The Moredun Group’s legal and regulatory obligations (for example, complying with employment and tax, immigration, health and safety and safeguarding laws, preventing and detecting crime, assisting the police and other authorities with their investigations)

where necessary for our legitimate interests or those of a third party provided your interests and rights do not override those interests (for example, evaluating the suitability of a candidate for a role or defending employment claims brought by you)

to protect your vital interests or those of another person (for example, where we know or have reason to believe that you or another person may suffer harm)

In circumstances where you have a genuine choice as to whether we should process your personal data, we will ask you for your consent. The method used to obtain your consent will depend on the scope and context of the processing that we propose.

In relation to special categories of personal data and personal data relating to criminal convictions and offences, we may request your explicit consent unless a condition applies which allows us to process such personal data without doing so.

h. Third Party Links

Our website and other digital platforms may, from time to time, contain links to and from the websites of our partner networks, advertisers, affiliates and third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

i. Your rights to your Personal Information

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights in certain circumstances:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten –you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – you have the right to request we restrict processing your personal data in certain circumstances.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review: in the event that The Moredun Group refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

Under the data protection legislation there are some exemptions to the above rights that are permitted please get in touch if you require further clarification.

We may not be able to provide you with a full service if you choose to exercise your rights to have personal data restricted or deleted and in circumstances where such personal information is simply not provided. Further details about your rights can be found on the ICO’s website.

In order to comply with your request to exercise your rights we will need you to provide identification. We will respond within the required timescales (unless a permitted exemption applies) once we have received your information request and your identification.

You have the right to ask for a copy of the information the Moredun Group process about you and if at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. Please contact the Compliance Manager, The Moredun Foundation, Pentlands Science Park, Bush Loan, Penicuik EH26 0PZ or email info@moredun.org.uk.

j. Your Choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do and our products and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We may contact you for marketing purposes by email, phone or text message as part of our legitimate business interests. We will not contact you for marketing purposes if you have indicated that you do not wish to be contacted. You can change your mind on this at any time by contacting the Communications Director, The Moredun Foundation, Pentlands Science Park, Bush Loan, Penicuik EH26 0PZ, UK or email info@moredun.org.uk.

k. Personal Data Inventories

The Moredun Group has established data inventories and data flow processes as part of our approach to address risks and opportunities throughout our GDPR compliance project. The Moredun Group’s data inventories and data flows determines:

• the lawful reason for processing personal data,
• business processes that use personal data,
• source of personal data,
• volume of data subjects,
• description of each item of personal data,
• processing activity,
• documents the purpose(s) for which each category of personal data is used,
• recipients, and potential recipients, of the personal data,
• the role of the The Moredun Group throughout the data flow,
• key systems and repositories,
• access controls,
• any data transfers; and
• all retention and disposal requirements.

l. Retention Periods

We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. Personal data we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

m. Who has access to your information?

We will not sell or rent your personal information to third parties.

We may pass your information to our third party service providers, professional advisors, regulators, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

Please be reassured that we will not release your information to third parties beyond the Moredun Group for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

All financial transactions on the www.moredun.org.uk and www.grassickness.org.uk sites (online donation and product purchase) are handled through our payment services provider, PayPal. You can review the PayPal privacy policy at www.paypal.com. If you have any questions regarding secure transactions, please contact us.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

n. Transfers of Personal Data to a Third Country or International Organisation

Some personal data that The Moredun Group processes about you may be accessed from, transferred to, or stored in, a country or territory outside of the EEA. The Moredun Group will only transfer your personal data outside of the EEA:

• to a country or territory that has been determined by the European Commission as providing an adequate level of protection for your personal data.
• in the case of a third party based in the United States of America, where such third party has self-certified under the EU-US Privacy Shield Framework.
• where the transfer is subject to one or more appropriate safeguards prescribed by law, including the standard contractual clauses approved by the European Commission.
• if the transfer is otherwise permitted by law or where you have given your explicit consent.
• Note: The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway.

o. Under 16’s

When an individual purchases a Product or opts to join our mailing list we will ask for confirmation that they are aged 16 and over. If there are circumstances where we process personal information of an individual under 16 then we will ensure that consent is given by a legal guardian.

p. Complaints

In the event that you wish to make a complaint about how your personal data is being processed by The Moredun Group (or third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the Information Commissioner’s Office telephone (0303 123 1113 or online at www.ico.org.uk/concerns) and/or The Moredun Group’s data protection representative.

Please contact the Compliance Manager, The Moredun Foundation, Pentlands Science Park, Bush Loan, Penicuik EH26 0PZ, UK or email info@moredun.org.uk

a. Websites and Digital Platforms

When you interact with our digital platforms, we do not automatically capture or store personal data from our visitors, but we may automatically capture other information about your visit. This is to help us better understand how visitors use our digital platforms to enable us to create better content and more relevant communications:

Information we capture on the website:

• how you have reached our digital platform and the internet protocol (IP) address you have used
• your browser type, versions and plug-ins, and your operating system
• your journey through our digital platform, including which links you click on and any searches you made, how long you stayed on a page, and other page interaction information
• which videos you have watched and for how long
• what content you like or share
• which adverts you saw and responded to
• which pop up or push messages you might have seen and responded to
• your subscription status
• demographic information such as geographical location and gender if available
• information collected in any forms you complete
• We may also analyse which marketing activity led to your taking specific action on our digital platforms (e.g. downloading the app).

b. Use of Cookies

We may collect information about your computer (including where available your IP address, operating system, time zone setting and browser type and version) for system administration purposes. This is statistical data related to the browsing actions and patterns of site visitors, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Please click here to view our cookies policy.

In order for us to process your membership application we need the following information:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, contract for services)
• to comply with The Moredun Group’s legal obligations (e.g. gift aid)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters, Moredun Magazine, livestock health booklets).

Online donations are processed through www.moredun.org.uk and www.grassickness.org.uk sites and are handled through our payment services provider, PayPal. You can review the PayPal privacy policy at www.paypal.com.

If you make a donation by other means then payment details are collected and subsequently destroyed once the payment is processed.

Additional donations for The Equine Grass Sickness Fund can also be made through the Just Giving website. You can review the  Just Giving privacy policy at www.justgiving.com.

In order for us to process your donation we need the following information:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, contract for services)
• to comply with the The Moredun Group’s legal obligations (e.g. gift aid)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters).

When you purchase from one of our on-line shops www.moredun.org.uk/shop and www.grassickness.org.uk/shop

Payments are handled through our payment services provider, PayPal. You can review the PayPal privacy policy at www.paypal.com.

If you make a purchase by other means then payment details are collected and subsequently destroyed once the payment is processed.

In order for us to process your purchase we need the following information:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, contract for sale of products or services)
• to comply with the The Moredun Group’s legal obligations (e.g. gift aid)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters, information about our goods, services and activities).

Since The Moredun Foundation and The Moredun Foundaton Equine Grass Sickness Fund are registered charities relying on donations and support from others in order to achieve our mission we may contact members and supporters with communications and fundraising material.

We want our supporters to be the first to know about the latest research and innovations from The Moredun Group. Therefore we may contact you through post, email and digital platforms however we may also contact you via telephone calls. We will only send you email communications with your explicit consent and you will have the option to opt out of any of our marketing communications at any time.

Please note, if you opt out of receiving this information, we will be unable to keep you informed of new products, events or special offers that may be of interest. However this does not affect communications that are directly related to a product that you may have purchased from us and or those that we are lawfully obliged to provide.

Enquiries (Moredun Scientific News; “Contact us” enquiry form)

The Moredun Foundation Newssheet

Information newssheets can be purchased without being a Moredun Foundation Member and the following information is required:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, contract for sale of products or services)
• to comply with The Moredun Group’s legal obligations (e.g. gift aid)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters, information about our goods, services and activities).

We may collect the following information when you visit the Moredun Group premises:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, contract for sale of products or services)
• our and your legitimate interests in keeping you safe (e.g. fire safety, CCTV)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters, information about our goods, services and activities).

The John Gilmour Summer Research Scholarship was established to provide an opportunity for individuals to pursue a short term project relevant to the aims of the Equine Grass Sickness Fund. The following information is required to prove your eligibility:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, your employment contract or contract for services)
• to comply with The Moredun Group’s legal obligations (e.g. gift aid, eligibility to work)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters, information about our goods, services and activities).

The following information is required to prove your eligibility:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, your employment contract or contract for services)
• to comply with The Moredun Group’s legal obligations (e.g. gift aid, eligibility to work, diversity monitoring)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g newsletters, information about our goods, services and activities).

There may be specific events organised and the following information is required for your attendance:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, your employment contract or contract for services)
• to comply with The Moredun Group’s legal obligations (e.g. gift aid)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g future event details, newsletters, information about our goods, services and activities).

Moredun’s Disease Surveillance experts, provide a specialist service to diagnose, monitor and horizon scan for livestock diseases in Scotland. Activity is focused within the Virus Surveillance Unit and in the Pathology laboratory which undertakes specialist histopathological surveillance of neuropathological and reproductive conditions of farm animals for the whole of Scotland.

The Equine Grass Sickness Surveillance Scheme is completely confidential and the information that you provide will be maintained by the Animal Health Trust and the Equine Grass Sickness Fund – the only charity dedicated to supporting and advancing research into Equine Grass Sickness and further improving the treatment of chronic cases.

The following information is required so that we can process your request:

Legal Basis for Processing

We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:

• to perform a contract The Moredun Group has entered into with you or take steps before entering into a contract with you at your request (for example, contract for services).
• to comply with The Moredun Group’s legal obligations (e.g. gift aid)
• we may send you non-electronic forms of communication based on our legitimate interest, and we will only send you digital communications (email and text) with your explicit consent (e.g future event details, newsletters, information about our goods, services and activities).

When a person is employed at Pentlands Science Park their photograph is taken and a photographic security pass is issued.

When a person no longer works at Pentlands Science Park the security pass is returned and their photograph is removed from the database.

Where you apply for a position within The Moredun Group, we will provide you with additional information about how your personal data will be used.

Copy of Moredun Ethics and Equalities Statement