The legal basis we rely on to process information
The law on data protection sets out a number of different reasons for which a we may collect and process your personal data.
If you are a member, we use the basis of Legitimate Interest to, for example, record your membership and email you with updates on your membership status and to send you emails that would be of interest to you as a member. You may cancel your membership at any time, and you may separately opt-out of receiving emails from the society.
If you are not a member, we use the legal basis of Consent in order to send you emails. Consent is given when you subscribe and 'opt-in' to our email list. You can opt-out of receiving emails at any time.
When do we collect your personal data?
We collect your personal data when you:
- Become a member or make a membership payment
- Subscribe to our mailing list
- Send us an email
- Visit our website
What personal data do we collect?
We collect your name and email address when you provide this information for membership or to subscribe to our mailing list. For members we also collect payment information and start/end dates of membership.
When you visit our website we may collect or use the following information: the IP address of your computer, and cookies - information used to know if you have visited previously
What is my personal data used for?
For members, we use your membership information to manage your membership and send you information.
If you are subscribed to our email list, we use your email address to send you news and information of interest to members and list subscribers. Email deliveries are recorded and used to track the effectiveness of our list.
How long do we hold your personal information?
We only keep your data for as long as it is necessary to fulfil the purpose for which it was collected. We will review the information we hold yearly and delete your data if we no longer need it.
For example, if you unsubscribe from our mailing list, we will delete your contact data. For members, we will delete your membership data once you stop being a member.
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your data with any third parties, except where required to do so by law, to manage your membership, or to stay in contact with you. We use the MailChimp service to store and send to email addresses, we use the Gmail service to receive and send emails to you, and we may use SquareSpace or Google for generating statistics on website visits.
How do we protect your personal data?
We have implemented generally accepted standards of technology and security in order to protect your personal data from loss, misuse, or unauthorised alteration or destruction. Information may be held on paper or in an electronic form by committee members and by our service providers. Electronic information is password protected. We will notify you promptly in the event of any breach of your personal data.
What are my rights?
You have the right to:
- Unsubscribe from receiving emails at any time - just click the unsubscribe link in our emails
- Cancel your membership - contact us and request cancellation
- Access your personal data
- Be provided with information about how your personal data is processed
- Have your personal data corrected when incorrect
- Withdraw consent for us to use your personal data
- Have your personal data deleted
- Object to or restrict how your personal data is processed
- Have your personal data transferred to another organization in certain circumstances
To ask any questions about this policy please contact us at firstname.lastname@example.org. We may need to update this policy occasionally, so you are welcome to come back and check it at any time.
You have the right to take any complaints about how we process your personal data to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or by visiting their website at www.ico.org.uk/concerns.
26 May 2018