Who are we?
The Abertay Historical Society is a charity registered in Scotland (SC0 08207) which was established in 1947 to promote interest in the history of Dundee, Angus, North Fife and Perthshire. Its office bearers can be contacted via Museum Services, University of Dundee, Dundee DD1 4HN; telephone: 01382 384310, email: firstname.lastname@example.org
Why do we need your personal information?
The Society collects and holds the personal information of its members. ‘Members’ for this purpose includes:
- individuals who have a current paid-up membership
- individuals who have previously been a member of the Society within the last 3 years but are not current paid-up members
- those who bear or have previously borne an office for the Society (e.g. the secretary, treasurer, president)
- those who serve or have previously served on the Council of the Society
‘Personal information’ in this regard means the member’s name, postal address, telephone number and email address, and matters related to their membership and attendance at Society events.
We may also occasionally collect names and email addresses of those who ask to be kept informed about particular short-term projects we are undertaking (eg the Woven Together project).
How do we collect and store your information?
This information is collected through completion and submission of the membership subscription form; registration forms for specific events and projects; purchase forms for Society publications, and/or through any additional correspondence between members and office bearers.
Members’ personal information is stored securely by office bearers of the Society and can be accessed solely by the relevant office bearers. Copies of correspondence with office bearers will also be retained, either by the office bearer contacted or by the Secretary. Copies of correspondence with an office bearer may also be shared with other office bearers and some enquiries may be passed to relevant archive or museum staff who may be able to deal with them.
What do we use your information for?
Members’ personal information will be used to:
- maintain the membership list
- notify members of forthcoming events and other announcements relevant to the activities of the Society
- distribute the annual publication and syllabus card
- maintain accurate records relating to the financial and other activities of the charity (e.g. subscription payments, processing of orders for publications).
Members will also be sent occasional information about third-party events considered by office bearers to be of relevant interest to members (e.g. book publications, conferences, etc.).
Those who have given us their contact details in order to be kept informed about specific short-term projects will only be contacted with information about those projects and will not receive other mailings from the Society.
Who do we share your information with?
The Society will not normally share members’ personal data with any third parties unless legally bound to do so. Examples of this would include instances where:
- the independent examiner of the charity’s accounts makes a reasonable request for information directly relevant to the prudent exercise of his or her office (e.g. regarding members’ subscriptions)
- a list of delegates attending a Society event is requested by the staff of a building or institution hosting that event for Health and Safety purposes
- the Society receives a court order or warrant or is required to cooperate with an official investigation by the police or like body.
How long do we keep your information for?
We will keep members’ contact details for 3 years after you have ceased to be a member. Financial information is held for a maximum of 6 years, a retention period based on the statutory requirements relating to records of a financial nature. Personal information of office bearers and council members may be retained permanently for historical interest.
Those who have given us their contact details in order to be kept informed about specific short-term projects will only have their information retained during the life of the project, after which it will be deleted.
Statement of Consent
Members will be asked on the relevant section of the membership form to consent to their personal information being stored and used as described above. Please note that granting of consent is a condition of membership of the Society and that failure to do so or subsequent withdrawal of that consent constitutes resignation of Society membership.
Why do we need your consent?
On 25 May 2018 the General Data Protection Regulation (GDPR) – EU Regulation 2016/679 – comes into force. The Regulation confers upon charities the obligation to be explicit about their retention of personal information, and, under normal circumstances, prohibits charities from holding and using individuals’ personal information without their explicit and freely-given consent.
The Regulation confirms the following rights for individuals:
- The right to be informed – you have the right to be informed about the collection and use of your personal information, the purpose of processing, the length of time it will be kept for and who it will be shared with
- The right of access – you have the right to request a copy of the personal information that we hold about you.
- The right to rectification/correction – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.
- The right to erasure – you have the right to ask us to delete personal information about you if:
- you think that we no longer need to hold the information for the purposes for which it was originally obtained
- we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
- you have a genuine objection to our use of your personal information – see The Right to object below
- we are using your personal information for direct marketing purposes
- our use of your personal information is contrary to law or our other legal obligations
- The right to restrict processing – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are:
- checking the accuracy of personal information that we hold about you
- assessing the objection you have made to our use of your information.
This right might also apply if we no longer have a basis for using your personal information but you don’t want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
- The right to data portability – you have the right to obtain and reuse your personal information for your own purposes and to be able to move, copy or transfer personal information easily from one IT environment to another in a safe and secure way, without hindrance to usability
- The right to object – you have the right to object to the use of your personal information – see Withdrawing consent to using your information below
- The right not to be subject to automated decision making, including profiling
Withdrawing consent to use your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us as stated above if you wish to exercise any of these rights. The Society will comply with any member request for rectification or deletion of personal information within one calendar month.
Communication with members will normally be by email (preferred) or post, unless a different channel of communication is requested by the member. Requests for communication by a channel other than email will be honoured wherever reasonably practicable.
Complaints or queries about data handling or breaches of privacy should in the first instance be directed to the current secretary via Museum Services, University of Dundee, Dundee DD1 4HN; telephone: 01382 384310, email: email@example.com