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Oor Vyce
Organisation Privacy Notice

Last updated: 24 August 2020

What type of information we have

We currently collect and process the following information:

How we get the information and why we have it

Most of the personal information we process is normally provided to us directly by you for one of the following reasons:

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

What we do with the information we have

We use the information that you have given us in order to:

Members & Subscribers
Third Parties

How we store your information

For all data stored, we will remove this in line with our Data Retention Policy, or sooner where a relevant subject request is made.

Our membership roll is stored on a password protected and encrypted spreadsheet document, accessible via a PC only by the Membership Secretary.

Your information will normally be stored on our third-party servers. These include (but are not limited to):

Some of these servers are based in the United States, but all are compliant under the EU-US Privacy Shield and we have entered into data processing agreements with them.

Mailing List (MailChimp)

We keep your name and email address in our mailing list, stored on Mailchimp, for as long as you wish to remain in our mailing list. We will then securely dispose of your information by removing your name and email address from our mailing list.

Slack

For members, your name provided to register with our third-party servers is publicly available to view by other members of Oor Vyce. You can remove this, and any other personal data from our third-party servers by contacting them directly or deleting your account.

Zoom recordings

We keep any audio and video recordings of meetings until the recording can be transcribed into minutes of meetings by our Secretary. We will then securely destroy all recordings within one month of the meeting.

Doodle poll

You may optionally add your name to any polling conducted via DoodlePoll, which is publicly viewable to other voters in the poll. We will securely destroy all data, including any names affixed to votes, within one month of the poll’s closing.

Google Analytics & Tag Manager

We use Google Analytics and Tag Manager to help us to improve our website (www.oorvyce.scot) by collecting and reporting information on how people use it. 'Cookies’ collect information in a way that does not directly identify anyone to Oor Vyce. The information collected is stored by Google. You can find Google’s privacy policy at: https://policies.google.com/privacy?hl=en_UK.

Cookie Script

We use 'Cookie Script' software to allow users to control the information that cookies collected when using our website (www.oorvyce.scot). In using this tool 'Cookie Script' may access user’s server log information and other online identifiers but this information does not personally identify anyone to 'Cookie Script' or Oor Vyce.

Cookies

Membership Register

For members, we keep a record of your name, email address, postal address and date of birth for secure storage in our Membership Register. The membership register is stored on our Mailchimp. Once a member leaves the association, their personal information will be removed. You can leave the association by contacting membership@oorvyce.scot.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to withdraw consent – You have the right to withdraw your consent to your data’s storage at any time, where you have given consent to the data’s storage.

Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.


You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at enquiries@oorvyce.scot if you wish to make a request.

How to complain

In the first instance complaints should be addressed to enquiries@oorvyce.scot. If you are unhappy in how we have responded you can also contact the ICO (Information Commissioner’s Office).

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

https://ico.org.uk/