DATA PRIVACY NOTICE
01. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the GDPR).
02. Who are we?
The Alexander Thomson Society is the data controller (contact details below). This means the Board of Trustees decides how your personal data is processed and for what purposes.
03. How do we process your personal data?
The Alexander Thomson Society complies with its obligations under the GDPR by keeping personal data up to date; 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.
We use your personal data for the following purposes: –
- To enable us to provide a voluntary service for the benefit of members, supporters and the public as specified in our constitution;
- To administer membership records;
- To fundraise and promote the interests of the charity;
- To maintain our accounts and records (including the processing of gift aid applications);
- To inform you of news, events, lectures & walks and publications organised by the Society;
04. What is the legal basis for processing your personal data?
- Explicit consent from you so that we can keep you informed about news, events, lectures & walks and publications and processing your gift aid donations.
- Processing is carried out by the Alexander Thomson Society:
- the processing relates only to members and/or supporters (or those who have regular contact with it in connection with those purposes); and
- there is no disclosure to a third party without consent.
05. Sharing your personal data
Your personal data will be treated as strictly confidential and will only the minimum will be shared with other Office Bearers in order to carry out a service to as per your consent.
06. How long do we keep your personal data?
We keep data in accordance with what the Society is legally required to maintain either permanently or for a minimum period. Any data that there is no longer a legal obligation to retain once it has been utilised will be securely destroyed e.g. attendee lists.
Specifically, we retain membership data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.
07. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data which The Alexander Thomson Society holds about you;
- The right to request that The Alexander Thomson Society corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for The Alexander Thomson Society to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
- The right to lodge a complaint with the Information Commissioners Office.
08. Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
09. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Membership Secretary via info@alexanderthomsonsociety.org.uk, or Membership Secretary, The Alexander Thomson Society, c/o John Gilbert Architects, 201 White Studios, Templeton Court, Glasgow, G40 1DA
You can contact the Information Commissioners Office on 0303 123 1115 or via email Scotland@ico.org.ukor at Information Commissioner’s Office, 45 Melville Street, Edinburgh, EH3 7HL