STORNOWAY HISTORICAL SOCIETY

GDPR PRIVACY STATEMENT 2018

Stornoway Historical Society hereinafter referred to as SHS, will be ‘controller’ of the personal information you provide to us.

When you subscribe as a member of SHS or renew your membership (including if you are subscribing as renewing on behalf of a child under the age of 18), we will ask you for the following personal information:

Contact details: – name, address, telephone number, and email address.

Membership criteria/category: – Individual, Family/Overseas/Corporate.

Why we need your personal information – contractual purposes

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

Send you membership communications by post or email in relation to essential membership services, including but not limited to, membership renewals, events, and general meeting notices.

If you do not provide us with all the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.

Why we need your personal information – legitimate purposes

We also process our members personal information in pursuit of our legitimate interests to:

Promote and encourage participation in the history of the town and island by sending, to the members, communications, and information on upcoming events and publications. Our events may be filmed and photographed, and your name may also be used (with permission) in images captured from our events and publications, which are used for promotional or educational purposes.

Develop and maintain our members qualifications, including sending email communications to members to inform you of upcoming courses.

Respond to and communicate with members and the public regarding questions, comments, support needs or complaints, concerns, or allegations relating to SHS. We will use your personal information to investigate any complaint, to suspend membership, or take disciplinary action.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us at: info@stornowayhistoricalsociety.org.uk

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our members and volunteers are able to undertake regulated work with children and vulnerable adults.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland and Police Scotland for the purposes of safeguarding children and to assist in alleged criminal or other investigations.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

How we protect your personal information

Your personal information is stored in both a written format and in an electronic filing system format and is accessed by our SHS committee members for the purposes set out above.

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for a minimum of 6 years.

Your rights

You can exercise any of the following rights by writing to us at Stornoway Historical Society, Town Hall, 2 Cromwell Street, Stornoway, Isle of Lewis, HS1 2DB, or email us at info@stornowayhistoricalsociety.org.uk

Your rights in relation to your personal information are:

You have a right to request access to the personal information that we hold about you by making a “subject access request”.

If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information; you have a right to request that we restrict the processing of your personal information for specific purposes.

If you wish us to delete your personal information, you may request that we do so.

Any requests received by SHS will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk

October 2018