Last updated: 15 July 2018
The Devon Archaeological Society (DAS) is committed to protecting the privacy of its members and users of its website and will use personal information only for the provision of information to its members and for the purpose of day-today running of the society.
Definition: within this document, the term ‘we’ refers to the Devon Archaeological Society, which owns and operates its website. The website itself is hosted on secure servers under the control of a third party, WNW Digital, who also built the website.
The DAS website is operated by the Society solely for the benefit of its members and to publicise the activities of the society. Personal information is collected for the maintenance of a membership register and the administration of membership subscriptions. Some personal information (email address) is held for the purpose of communication with members about events run by the society and occasionally about events run by related bodies where these may be of interest to society members.
We do not disclose personal information to any third party body or organisation unless required to do so by law.
We may also disclose information concerning a member if specifically requested to do so by the member themselves.
We review and update this Policy from time to time, so it is advisable to revisit this policy occasionally to ensure that you understand any changes that might be made.
What information do we collect about you?
We may collect and process certain data and information relating to you and your use of the DAS website. This is information that you provide to the Membership Secretary on joining or to event organisers in order to facilitate the coordination of events, working parties, lifts, etc. The data that we collect is detailed below:
- Information you provide on joining the society, required to distribute information such as Newsletters, Annual Proceedings, event notices or advice of changes to event details, by surface mail or electronically.
- If you contact us, we may keep a record of your email, or other correspondence with the society, for as long as this is relevant to the running of the society.
- Details of visits to our website and the pages and resources that are accessed, including, but not limited to, traffic data, location data and other communication data that may assist us in understanding how visitors use this website.. This information is collected and used only for our internal research purposes and to improve our website
- Similarly, details of usage of email notices, again for internal research purposes
Use of Your Information
The information we collect is used only within the society and only for the purposes of society business. We may use your information for the following purposes:
- Communicating to members about society events, society news, changes to planned events
- Maintaining a current register of members
- Administration of membership subscriptions
- Coordination of participants at events (eg notification of meeting times and locations)
- Occasional notifications to members of events held by other bodies, where to do so is aligned with the principles of the Devon Archaeological Society.
- Maintaining the Society’s financial accounts
- Claiming Gift Aid relief, where you have given explicit consent.
- Provision of information relating to our website, premises and facilities
- For the Society’s internal use including statistical analysis or survey purposes.
In the event that you do not wish to be contacted for such purposes, please contact the DAS Membership secretary, either by email at email@example.com or in writing c/o RAM Museum, Queen St, Exeter, EX4 3RX, to opt out.
We only keep your personal information for as long as is necessary to fulfil the purpose for which you provided that information, under the laws and regulations on data protection, or to meet the requirements of HMRC in force from time to time.
We do not provide your personal information to any third party for any marketing purposes.
General Data Protection Regulations (GDPR) 2018
GDPR assigns the roles of:
- Data Controller (who ‘determines the purposes and means of processing personal data’). For DAS, this is the body of Trustees formed as an Exectuive Committee, which runs the Society.
- Data Processors (responsible for processing personal data on behalf of a controller). For DAS, this is principally the Membership Secretary but also includes the Treasurer, Webmaster, Librarian and event organisers.
Storing Your Personal Data
Information that we collect is stored on Personal Computers belonging to DAS or its officers and is protected by recognised, regularly updated Security Software. The main membership data is backed-up regularly to off-line storage.
Personal data comprising name and email address is also stored in the following places:
- As hard-copy (Membership application forms, Gift Aid forms, Course application forms) within secure premises belonging to the society or its appointed officers
- Just Host email service
Use of ‘cookies’ and automated decision making
An internet protocol (IP) address can allow us to track which organisations visit our webpages. We may use software to plan our services and provide information on what topics specific organisations may be interested in. We will not match IP addresses to an individual.
Third Party Links
You may find links to third party websites on our website. These websites should have their own privacy policies which you should check. We have no control over them, so do not accept any responsibility or liability for their policies whatsoever.
Your rights to access to your personal data
You have the right to ensure that your personal data is being processed lawfully (“Subject Access Right”). Your subject access right can be exercised in accordance with data protection laws and regulations. Any subject access request must be made in writing to DAS Membership Secretary, c/o RAM Museum, Queen St, Exeter, EX4 3RX. We will provide your personal data to you within the statutory timeframes. To enable us to trace any of your personal data that we may be holding, we may need to request further information from you. If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioners Office (ICO).