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As you may be aware, the General Data Protection Regulation (GDPR) is in force from 25 May 2018, replacing the Data Protection Act. The GDPR aims to bring data protection laws up to date, giving individuals new rights and protections with regard to their personal information.
The GDPR strengthens the rights of individuals with regards to their personal data. This is any information which, on its own, or with information already held, would identify an individual – such as your name, address, a photo, or a computer IP address.
The personal data you may have supplied to the Orkney Natural History Society Museum (ONHSM) will include your name, address and possibly your email – all essential for us to communicate with our membership.
There are many instances in which we may collect information about you. For example, we may collect information when you:
- Become a member of the ONHSM mailing List
- Purchase from our website
- When you visit our website or social media pages via tools such as cookies and online identifiers, including if you make comments on our message boards or discussion forums
- Apply for a job with us
- Contact us or become involved with us in any other way than as stated above.
We only collect information about you via Direct Interaction. We get information directly from you, for example, when you become a member of the ONHSM mailing list or when you make a purchase with us. We may obtain your personal information through your use of social media such as Facebook or Twitter, depending on your settings or the privacy policies of these social media services. To change your settings on these services, please refer to their privacy policies which will tell you how to do this.
If you have any questions please contact us at email@example.com, call 01856 850025 or write to us at Orkney Natural History Society Museum, Stromness Museum, 52 Alfred Street, Stromness, Orkney, KW16 3DH.
Alterations to your personal details
We are unable to update information without your consent. Please contact us regularly with changes of telephone numbers, email addresses, home addresses, change of profession or bereavements.
The conditions for consent have been strengthened
A request for consent must be given in an intelligible and easily accessible form, with the purpose for data processing attached to that consent.
Data sharing good practice: data minimisation
The ONHSM has never and will never share membership information with any third parties.
Depending on your settings and the privacy policies for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those accounts or services. For example, we occasionally participate in Facebook’s “Custom Audience” program which enables us to display adverts to our existing or potential customers via Facebook. For more information please read the Facebook Business page about Custom Audiences and Facebook’s Data Policy.
In other cases we will not disclose any of your personal data except in accordance with this policy, or when we have your permission, or under special circumstances, such as when we believe in good faith that the law requires it or to protect the rights, property and safety of our company, or others. This includes disclosing your details if required to the police, regulatory bodies or legal advisors.
Rights to Access and the Right to be Forgotten (Data Erasure)
The GDPR gives the right for individuals to obtain confirmation as to whether or not personal data concerning them is being processed, where and for what purpose, and to be given a copy of that data, free of charge, in an electronic format. Data Erasure, or ‘the right to be forgotten’ entitles the data subject to have his/her personal data erased, cease further dissemination of the data, and potentially have third parties halt processing of the data. If you wish to discuss or exercise either of the above Rights please contact us. (firstname.lastname@example.org).
Privacy, Security and Data Management
Within the ONHSM, your personal data is held by, and is only accessible by, the Membership Secretary and/or his/her representative.
If you have any further queries, please contact us via email@example.com or via the Contact Us page above.
Long We Keep Your Data
We will only keep your personal information for as long as is necessary for the purpose for which it is collected, which may include the purpose of satisfying any legal, accounting or reporting requirements. If you request that we stop sending you marketing materials we will keep a record of your contact details and the appropriate information to enable us to comply with your request not to be contacted by us.