How we keep your personal information safe
We are Anstruther Improvements Association (AIA), a registered SCIO under Scottish Charity Number SC016109.
We value our supporters, whether you are members, volunteers, hall users and hirers, patrons, donors, Anstruther Writing Awards entrants, suppliers or visitors to one of our events or activities. We are committed to protecting your privacy, so we make sure we protect any personal information you give us.
This notice explains how we use and protect your personal information. If you have any questions, please email us at firstname.lastname@example.org or you can write to us at Dreel Halls, High Street West, Anstruther KY10 3DJ.
Below we have answered a range of questions to help you understand better how we protect your personal information:
What information do we collect?
Personal information is any information that can be used to identify you. So, for example, if you join as a member, enter the Anstruther Writing Awards, hire one of our halls, express an interest in volunteering, supply, advise or fund us or sign up to our newsletter, we may collect and process personal information that you have provided.
This personal information may include your name, email address, postal address, telephone or mobile number and the date you joined the AIA.
Keeping your information up-to-date
To make sure we always have the most up-to-date information about how to contact you, we may also, from time to time, update your records to reflect any changes to your personal information.
This information may come directly from you, or it may come from a third party that we consider is legitimate and trustworthy and in circumstances where it is appropriate and where you will have had a clear expectation that your details would be passed on for this purpose.
We may also combine the information you provide us with information we collect from trusted third parties, such as the online Post Office Address finder.
How do we use your personal information?
We use your personal information to provide you with information you have requested or are entitled to and to keep you informed about things that we feel might be of interest to you. Some information is kept in order to comply with financial regulations.
If you do not want us to keep you informed, please let us know on email@example.com
How long will we keep your personal information?
Your personal information will not be retained for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations.
We will retain personal data in accordance with our data retention policy below. We review our data retention periods for personal information on a regular basis.
We hold personal information for seven years when it relates to:
- Hall users
We hold personal information for less than a year when it relates to:
- Anstruther Writing Awards
Volunteers’ personal information is only held for the period that they are volunteering.
Information from the annual Duck Race is destroyed after the race.
If you have subscribed to our newsletter, you can unsubscribe at any time using the link in the mail. You can also unsubscribe from members’ emails at any time using the link.
We are legally required to hold some personal information to fulfil statutory obligations, for example for some financial transactions.
The law allows you to withdraw your consent to any particular usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing firstname.lastname@example.org.
How will we contact you?
We prefer to keep in touch by email as it reduces our costs and allows us to keep in regular contact with you about events and activities that we think might interest you. If you haven’t supplied an email address, we will communicate with you less regularly by post.
If you ask us not to contact you again, we will of course not do so. This can relate to all communications with you from the AIA or to particular channels or subjects. You can contact us to change your contact preferences by emailing email@example.com.
How will we handle your information and other organisations?
We will not rent or sell your personal information to other organisations for use by them in any way, including in their own direct marketing activities.
We will not pass on your information to external service providers.
Making our communications relevant to you
We want to ensure that we provide you with information that is relevant to you. If you do not find the information relevant and would like to stop hearing from us, please get in touch by emailing firstname.lastname@example.org.
Third parties and your information
We do not use third parties to update any of our records.
We will only disclose your personal information to third parties if we are legally obliged to or to protect the rights, property or safety of the AIA and our trustees and volunteers.
How do we handle direct debit or credit card information?
The AIA does not accept payments by direct debit or credit card. If you are contacted by anyone purporting to be from the AIA regarding such payments, please do not provide any information. Please contact us on email@example.com and get in touch with the police.
How best to protect yourself and your personal information
To protect yourself if you are sending us sensitive personal information, please ensure that you use devices running supported operating systems that are regularly patched, and incorporate some form of malware protection. Only connect your devices to networks that you trust.
Following links to third-party websites
Posting or sending inappropriate content
If you post or send any content that we believe to be inappropriate or content in breach of any laws, such as defamatory content, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
Posting or sending content that you do not own
We have the right to disclose your identity to any third party claiming to own any content that you posted.
Where do we store your information?
Unfortunately the transmission of information via the internet is never 100% secure and we cannot guarantee the security of data transmitted to our website. This means any such transmission is at your own risk.In cases when we use external websites provided by other organisations such as Twitter, YouTube or Facebook, then we would ask you to consult their privacy policies.
If you wish to exercise any of your rights, as listed below, please email us at firstname.lastname@example.org:
- Access to your personal information;
- Objection to processing of your personal information;
- Objection to automated decision-making and profiling;
- Restriction of processing of your personal information;
- Your personal data portability;
- Rectification of your personal information; and
- Erasure of your personal information.
If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature.
Upon successful verification of your identity you are entitled to obtain the following information about your own personal information.
- The purposes of the collection, processing, use and storage of your personal data.
- The source(s) of the personal information, if it was not obtained from you.
- The categories of personal data stored about you.
- The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients.
- The envisaged period of storage for your personal data or the rationale for determining the storage period.
- The use of any automated decision-making and/or profiling.
You can make the above request by emailing: email@example.com or by writing to:
Anstruther Improvements Association
High Street West
Anstruther KY10 3DJ
We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.
You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the General Data Protection Regulation. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.