GENERAL DATA PROTECTION REGULATION (GDPR)
The new EU data protection regulation came into force on 25th May 2018.
As a membership organisation, we store your contact details, safely, in order to provide you with information relating to your membership and to the Society’s activities. This falls under the permitted ‘legitimate interest’ and ‘contract fulfilment’ criteria of the new regulation as, without storing these details, we cannot contact you with news or information that you need.
You do not, therefore, need to opt-in to allow us to keep your details. We promise that we have fully reviewed our practices and can reassure you that the details that we have for you (name, address, and telephone number and email address where you have given us those) are stored in the correct way, safely, and are available only to individuals who need to access them for Society management purposes.
You may, if you choose, opt-out, which means that we will delete your data from our records. This would mean, however, that we could not keep a record of you as a member and communicate with you – which rather defeats the object of being a member. But you might prefer that we do not send specific types of communication, such as news emails. If that is the case, please notify us by sending an email to firstname.lastname@example.org and we will note your preferences.
- We process your details fairly and lawfully in order to fulfil the agreement entered with you when you joined the SSI. This ensures that you receive the latest news and information about forthcoming events, the journal, and any other legitimate and necessary communications from the Society
- Members’ address details are used for mailing The Scribe twice a year
- Address details are temporarily accessed via the website for the purpose of creating address labels for purchases made through our Sales service
- Your details will be kept safely and securely and you have the ability to opt-out of our communications at any time
- The SSI does not and will never pass members’ details to any other society or organisation
It explains how and why we use your personal data and applies whether you are a member of the SSI or use any of our services, visit our website, email, call or write to us.
We are firmly committed to the privacy and security of your personal data, the responsible use of information, the need to safeguard the privacy of members and visitors to our website, and compliance with privacy legislation.
We’ll only use your personal details on relevant lawful grounds as permitted by the EU General Data Protection Regulation and the UK Data Protection Act and Privacy of Electronic Communication Regulation.
Your information will only be used and stored for as long as it is required for the purposes for which it was collected. How long it will be stored depends on the information in question, what it is being used for and, sometimes, statutory legal, accounting or reporting requirements.
We will use your details to keep in touch and will always act upon your choice of how you want to receive communications. Communications will be those that we need to send to fulfil our obligations to you as a member. These include sending out electronic mailings for Newsletters, news bulletins, information about the AGM and other events, subscription renewal reminders and other notices as considered necessary.
Personal data collected and processed by us may be used or held, and only where necessary, by the following:
- SSI : Officers, Membership Secretary, serving members of the Executive Committee who require the information in order to carry out their roles
- Non-SSI : IT infrastructure providers who host the website and provide IT support in respect of the website, printers of The Scribe (names & addresses only for mailing purposes).
We will never give your information to someone else unless it is necessary to provide a service that you have requested or we are legally compelled to do so. We do not sell or share your personal information for other organisations to use.
When you apply for membership online we’ll only collect the personal data that we need to carry out activities relating to your membership. This may include your name, address, telephone, email, and any further information you provide as part of your application. A tick box is provided for you to give your explicit consent for us to collect and use your personal data.
Personal details may also be collected via our website by filling in forms, buying goods, registering for events, corresponding with us, and so on.
It is important that the information we hold about you is accurate and up to date. Please let us know if your personal details change by emailing email@example.com or you can edit your information online by logging into the Membership section of our website.
Our website is encrypted with a digital certificate that keeps information private as it is sent to or from our website.
Our website contains links to websites of other organisations that may be of interest to members and visitors. If you follow a link to any of these, they will have their own privacy policies that we advise you to read. We do not accept any responsibility or liability for these.
The SSI does not capture or store any of your financial details.
The SSI payments process has PCI certification, and is reapproved annually.
If you have any questions on any aspect of how we collect and use your data, please email firstname.lastname@example.org.
Cookies are small files which are stored on your computer (or phone/tablet/other device) when you visit a webpage. In general, cookies are used to retain user preferences and to store information for things like shopping carts.
Cookies also provide anonymised tracking data to third party applications like Google Analytics. This means that IP addresses are collected to provide geographical data but each one is anonymised so that it cannot be associated in any way with an individual person or location, hence it is not personal data. Only a geographical region can be identified. This non-specific data may be sent outside the EU.
As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your internet browser: see your browser’s Help pages for details of how to do this.
Please note that if your browser does not accept cookies for this site, you will not be able to use the sales or payment features.
Our analytical data is collected and collated by Google Analytics (http://www.google.com/analytics/learn/privacy.html). If you do not want Google Analytics to track your activity, Google have produced an Opt-out Browser Add-on (https://tools.google.com/dlpage/gaoptout) which will tell your browser not to send any data to Google Analytics. Alternatively you can block all cookies, as described above.
For more information about cookies, and how to manage them, see All About Cookies (http://www.allaboutcookies.org/).