Last updated: 24 August 2020
We currently collect and process the following information:
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:
We use the information that you have given us in order to:
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.
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.
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.
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.
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.
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.
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 firstname.lastname@example.org.
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 email@example.com if you wish to make a request.
In the first instance complaints should be addressed to firstname.lastname@example.org. If you are unhappy in how we have responded you can also contact the ICO (Information Commissioner’s Office).
Information Commissioner’s Office
Helpline number: 0303 123 1113