Scottish Records Association
The Scottish Records Association (SRA) are committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.
Any questions regarding this Policy and our
privacy practices should be sent by email to firstname.lastname@example.org or by writing to Scottish Records Association,
c/o National Records of Scotland, HM General Register House, 2 Princes Street,
Edinburgh, EH1 3YY.
We obtain information about you when you visit our website or use our services, when you become an SRA member and subscribe to our publications (newsletter and our annual journal), when you submit an item for inclusion in one of our publications or when you book to attend one of our conferences or events.
When you visit www.scottishrecordsassociation.org we use Google Analytics to collect standard internet log information and details of visitor behaviour. This gives us information on, for example, the number of visitors to our website and which parts of the website are visited. The information collected is only processed in a way which does not identify anyone.
We use an online
membership form via a third party service called WordPress.com. WordPress.com
is run by Automattic Inc. For additional information about how WordPress
processes data, please see Automattic's privacy notice. If you prefer not
to use this online form you can print and complete a membership form and post
this to us instead.
We may use your information to:
We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
We process personal data on the basis of the Legitimate Interest clause (see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/legitimate-interests/ for details). As part of this, the SRA has undertaken a Legitimate Interest Assessment (LIA), which will be updated annually. Further information about the LIA can be obtained from the Membership Secretary (SRA.email@example.com).
Any email or letter sent to us will be kept for as long as it is needed for the business of the association. Once the SRA has no need for the communication anymore, it will be deleted within 5 years of its receipt.
If you become an SRA member, we will keep the information you have supplied via the membership application form in a database which is only accessible to our current membership secretary and our current treasurer. We will only keep your personal information for as long as it is needed (i.e. for as long as you are a member of the SRA).
Should you decide to leave the SRA, your
personal data will be deleted from our membership database at end of the
membership year in which you left. We
retain a separate list of the names of former members, with no other personal
information. This list is accessible
only by the current membership secretary and the current treasurer. We ask members who leave the association if
they are happy for their name to remain on this list. If you wish your name removed from this list
then we will do this on request.
We will not sell or rent your information to third parties.
The only third party with any access to your
personal information will be the publishers of our journal (if you subscribe to
the journal) who receive details of the names and addresses of subscribers
annually to enable them to post the journals to our members.
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: firstname.lastname@example.org or write to us at Scottish Records Association, c/o National Records of Scotland, HM General Register House, 2 Princes Street, Edinburgh, EH1 3YY.
You have the right to ask for a copy of the
information that the SRA holds about you (we may charge £10 for information
requests to cover our costs in providing you with details of the information we
hold about you).
When you give us personal information, we take steps to ensure that it’s treated securely. We do not hold any sensitive personal data about any of our members or about anyone who contacts us or uses our services.
Non-sensitive details (your email address etc.)
are transmitted normally over the Internet, and this can never be guaranteed to
be 100% secure. As a result, while we strive to protect your personal
information, we cannot guarantee the security of any information you transmit
to us, and you do so at your own risk. Once we receive your information, we
make our best effort to ensure its security on our systems.
In addition, if you linked to our website from a
third party site, we cannot be responsible for the privacy policies and
practices of the owners and operators of that third party site and recommend
that you check the policy of that third party site.
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside
the EU, your information may be transferred outside the EU in order to provide
you with those services.
Review of this Policy
keep this Policy under regular review. This Policy was last updated in May