On 25th May 2018, the General Data Protection Regulation (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:
SATA is a charity registered in Scotland. It collects and stores the personal information of its members. For this purpose, 'Members' as a category includes (a) those individuals who have a current paid-up membership of SATA (b) individuals who have previously been members of SATA in the last seven years but are not current members (c) individuals who have previously been members of SATA and who have at some point in that membership signed a Gift Aid form on SATA's behalf (d) those who have previously held office within SATA i.e. Membership Secretary etc. 'Personal information' means the member's name, address, any additional addresses supplied by the member, any email addresses supplied by the member, any telephone numbers supplied by the member, the type of membership held, and in the case of Gift Aid forms, whether at the time of signing the form they were liable to UK income tax.
Members' personal information is held and stored by the Membership Secretary on behalf of the Committee of SATA. Some information will be held by other members of the Committee of SATA when it is relevant to the execution of Committee duties. Copies of correspondence including emails will also be retained, usually by the Committee member contacted, and Committee members may also share correspondence when the duties of their office dictates.
The personal information of members will be used to (a) maintain the integrity of the membership list (b) inform members of upcoming SATA events and make other announcements of direct relevance to SATA activities (c) make other notifications to members where the Committee of SATA deem it necessary either in the interests of individual members or to the wellbeing of SATA (d) maintain accurate records relating to the financial and other activities of SATA.
Communication with members will normally be by email, where an email address has been provided. Requests for communications by channels other than email will be honoured wherever reasonably practicable.
Members are asked to provide SATA with an unambiguous statement of consent to the use and storage of their personal information as here described. Consent thus granted will be considered to expire after a period of ten years, although consent may be withdrawn at any time by a member who wishes to do so by communicating their intention to the Secretary of SATA. Please note that the granting of consent is a condition of membership of SATA and that failure to give consent, or subsequent withdrawal of that consent, constitutes resignation of SATA membership.
Members have the right to ask at any time for a copy to be provided to them of the personal information that SATA holds on them, and they have the right to correct this information. The Secretary will comply with any member request for rectification or deletion of or access to personal data of this kind within one calendar month.
SATA will not share members' personal data with third parties except (a) with the independent examiner of the charity accounts/reports makes a request for information that is directly relevant to the prudent exercise of that role and office (b) a list of delegates attending a SATA event is requested by the staff of an institution or venue hosting that event is made on security or safety grounds (c) in the event of SATA being in receipt of a court order or warrant to cooperate with an official investigation by the Police or a like body.
Complaints or queries about data handling or breaches of privacy should be directed in the first instance to the Secretary of SATA.
Members requiring a copy of this document in a different format (large print, braille, alternative languages) should contact the Secretary to discuss their requirements.