Privacy Notice                                                                                                                  May 2018

In order to operate as an organisation we, The Royal Society of St. George needs some personal data about our members. This privacy statement explains more about the data we hold, how we use it and what your rights are.

Declaration

The Royal Society of St. George (RSSG) holds information (known as ‘Personal Data’) about you, its members. Personal data is information from which you, as an individual, can be identified.

The Personal Data we collect of of our members

• Identity:
• Name, Title, Decoration
• Date of Birth,
• Occupation (optional)
• Membership type
• Active involvement in the Society, e.g. branch officer, committee member, volunteer.

Contact details

• Postal Address,
• Telephone No. (landline and/or mobile),
• Email

And, if paying by direct debit or standing order

• Details of bank account.

And,

• We also record your current subscriptions

The legal grounds for processing your data and how will this information be used?

Controlling and processing member’s data is undertaken pursuant to the legitimate purposes of the organisation. Without the ability to collect this data, we would not be able to function.

Authorised persons within the administration process our member’s data in order to communicate, promote and manage its activities, collect annual subscriptions and for general administration. For members that belong to a branch of the RSSG, authorised members of the branch administration also process data about their (and only their) members in order carry on similar actions at branch level.

 Communication with members

In compliance with the Privacy and Electronic Communications Regulations, only with their explicit consent will a member be contacted by phone, SMS, email or other electronic means. 

The RSSG will ensure:

• Member’s personal data will be processed fairly and legally and every endeavour will be made to keep the personal data correct and up to date.
• If for some specific purpose further personal data is required, it will not be collected without notification and terms of use.
• Sensitive personal data (as defined in the General Data Protection Regulation) will not be collected or processed by the RSSG without the explicit written consent of the individual concerned.

Who do we share your data with?

With the following exceptions, the RSSG will not share member’s data with any third party:

• There is specific written consent of the individual/s concerned.
• So we can fulfil a contract with a member. E.g. goods sales order, event booking etc.
• It is necessary for the day to day administration of the member’s database. In this case disclosure is protected by a legally binding non-disclosure agreement.
• If you are in an article in the St. George for England Journal or website. Information would be limited to name and branch and by consent, photo.
• In the future it may be necessary to share personal data with other suppliers. If so, the disclosure will be protected by the appropriate legally binding non-disclosure agreement.

International

Currently the only activity that crosses international boundaries is the distribution of the St. George for England Journal.

If an event arises requiring personal data be sent by the RSSG beyond the EU, then it will only be by the permission of the individual or following legal scrutiny.

How long will we keep your data      

Your data will remain on the database for as long as you are a member. From 2018, any changes made will be logged by time and date of change together with the ip address of the authorised person. When you leave, your data will be truncated to name, branch, years of membership and a generalised reason for leaving. 

What rights do you have.

On proof of identity:

• You have the right to see the personal data that is held about you and have a copy provided to you or someone else on your behalf, in an electronic format and at no cost.
• If you believe your personal data we hold is inaccurate, you can ask to have it corrected.
• Where you have given consent for the RSSG to process your personal data, you can withdraw that consent at any time.
• You can request your personal data be deleted. However be advised if your contact details are deleted, it will not be possible for you to remain a member.

Contact Details.

If you wish to see your personal data, have a concern regarding your personal data or wish to exercise any of your rights, please contact the Administration office at:

The Data Protection Officer

 The Royal Society of St. George,

 P.O. Box 397, Loughton, Essex IG10 9GN, United Kingdom

Making a complaint

If you are not satisfied with our response to any query regarding our processing of your personal data in a way which is inconsistent with the law you can complain to the Information Commissioner’s Office on 0303 1231113

Changes to this notice

This notice is the latest version as of May 2018.

It may be updated from time to time. The current version can be found on the Society’s website www.RSSG.org.uk.