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.
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 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 ( sramemsec@outlook.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).
We will not sell or rent your information to third parties.
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: sramemsec@outlook.com or write to us at Scottish Records Association, c/o National Records of Scotland, HM General Register House, 2 Princes Street, Edinburgh, EH1 3YY.
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.
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
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.
Review of this Policy
We
keep this Policy under regular review. This Policy was last updated in May
2018.