This privacy notice covers the use of personal data relating to members of the London Topographical Society. We may update this privacy notice at any time. We will publish any changes on the Society’s website and advise members through the Society’s Newsletter. If we make any significant changes we may take additional steps to inform you of them.
We are the London Topographical Society (the Society). We are subject to English law. We use your information as further explained in this Privacy Notice.
We will be the “controller” of the information you provide to us.
Our website links to other websites which will have their own privacy policies and terms.
What information do we need?
The Society only collects basic personal information about you – specifically, name, address, telephone and mobile numbers and email address and a record of your subscription and other payments made to us by you or on your behalf. This information will be provided by you when you join the Society, and updated during the period of your membership. [Note: please check list of categories of data is accurate complete. Check that no data is acquired from other sources, or shared with third parties.]
We don’t ask you to provide any sensitive information (such as health data), location-based information or use your information to build profiles about you.
Why do we need it?
We need to know your basic personal information to be able to communicate with you and manage your membership of the Society.
In terms of the legal bases we rely on to handle your personal information, these are (whether we have asked for your consent or otherwise) where this is necessary for the performance of a contract with you, to comply with our legal obligations and for our legitimate interest in effectively managing the Society.
What do we do with it?
All the personal information we process is processed by our Hon. Membership Secretary and Hon. Treasurer in the UK. The Society uses it to manage your subscriptions and membership, send you Society publications and provide you with Society news, membership updates and details of events.
We will need to share your personal information with our service providers, accountants, auditors, lawyers and similar professional advisers; and other third parties, when this is required by law, necessary to allow us to exercise our legal rights, to comply with our legal obligations, or necessary to take action regarding illegal activities or to protect the safety of any person.
For the purposes of IT hosting and maintenance, your personal information is located in the UK.
Within the Society, members’ personal information is only accessible to the Society’s Council Members. No third parties have access to your information [unless we specifically say so in this Privacy Notice].
With your consent we will also publish your contact details in our 5-yearly “London Topographical Record”. You can choose opt-out at any time or when you join up online. Or, if you choose the paper option to join up, you can pro-actively complete an opt-in form which must be returned to us. If you do not complete and return the paper form, or if you notify us you do not wish to be included in the “Record”, your name and contact details will not be included in future lists of Members.
Withdrawal of your consent will not affect the lawfulness of processing carried out prior to its withdrawal.
How long will the Society keep your information?
We keep your information in accordance with the following retention schedule, and then securely erase it once no longer needed:
Type of information
1. Your Name, address, email address etc.
Required for: Communications, provision of Society news, membership updates, details of events and supply of Society publications.
Retention period: During the period of your membership and for 6 years after you cease to be a member.
2. Payment information
Required for: Membership subscription processing and record-keeping.
Retention period: 6 years.
You have the following rights regarding your information.
1. The right to be informed. You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Privacy Notice.
2. The right of access. You have the right to obtain access to your information (if we’re processing it), and other certain other information (similar to that provided in this Privacy Notice). This is so you’re aware and can check that we’re using your information in accordance with data protection law.
3. The right to rectification. You’re entitled to have your information corrected if it’s inaccurate or incomplete.
4. The right to erasure. This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing. You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability. You have rights to obtain and reuse your personal data for your own purposes across different services. Eg, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object. You have the right to object to certain types of processing, including processing for direct marketing (which we do only with your consent).
Who to contact about data protection
If you wish to request further information, withdraw your consent to the inclusion of your details in the London Topographical Record or exercise any of the above rights, or if you are unhappy with how we have handled your personal data, please contact us at: firstname.lastname@example.org
Please provide as much information as possible to help us identify the information you are requesting, the action you are wanting us to take and why you believe this action should be taken.
Before assessing your request, we may request additional information to identify you. If you do not provide the requested information and, as a result, we are not in a position to identify you, we may decline to action your request.
We will generally respond to your request within one month of receipt of your request. We can extend this period by an additional two months if this is necessary taking into account the complexity and number of requests that you have submitted.
We will not charge you for such communications or actions we take, unless:
- you request additional copies of your personal data undergoing processing, in which case we may charge for our reasonable administrative costs; or
- you submit manifestly unfounded or excessive requests, in particular because of their repetitive character, in which case we may either: (a) charge for our reasonable administrative costs; or (b) refuse to act on the request.
If you are not satisfied with our response to your complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO) – Telephone: +44 (0) 303-123 1113