The Pictish Arts Society (PAS) Committee are aware of our obligation to handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR). Our policy with respect to personal information is set out below.

If you have any questions or concerns about how we collect, store, use or share your personal information, please contact us at EMAIL ADDRESS with the subject line ‘GDPR enquiry’.

 

What does the PAS do with the personal information it processes?

The PAS Committee processes personal information for the following purposes:

1. To maintain a register of members’ full names, postal addresses and contact details such as email addresses, landline numbers and mobile phone numbers. We may use this information for the following legitimate interests:
    

   1. To send our newsletter by post or email, as requested by the member

   2. To send email notifications and joining details of forthcoming lectures, conferences, field trips and other items of interest to our members, which form part of their membership entitlement

   3. To send email notifications of items the Committee has made available for purchase

   4. To send occasional ad-hoc emails of mutual interest to the PAS Committee and the membership

   5. To contact members as necessary during the organisation and running of in-person events, such as field trips and pop-up events

   6. To send email notifications regarding payment of membership fees, conference attendance fees and any other monies collected from members

   7. To maintain records of all financial transactions conducted with members, including payment of membership fees, payment of conference attendance fees and any purchases made by members

   8. To contact members who are part of the PAS Committee to discuss and carry out Committee business
       

2. To maintain a record of the names and contact details, such as email addresses, landline numbers and mobile numbers, of people we have contacted or engaged to deliver lectures, talks, tours, conference papers and other specialist services. We may use this information for the following legitimate interests:
    

   1. To maintain a record of people we have invited to deliver a lecture, talk, tour, conference paper or other specialist service, to facilitate the efficient organisation of PAS events

   2. To contact speakers or prospective speakers as necessary during the organisation, running and follow-up activities of a PAS event

   3. To maintain records of all financial transactions conducted with speakers, such as payment of honoraria
       

3. To maintain a record of the names and contact details of organisations and individuals whom we have engaged to deliver services to the PAS, such as meeting venues and transportation providers. We use this information for the following legitimate interests:
    

   1. To contact those organisations and individuals as necessary for the smooth running of a PAS event

   2. To maintain records of all financial transactions conducted with those organisations and individuals

What is the lawful basis for the way the PAS processes personal information?

The above personal information is processed on one or more of the following lawful bases under Article 6(1)(f) of the UK GDPR:

1. The data subject has given consent to the processing of their personal data for one or more of the purposes outlined in section 1 above

2. Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

3. Processing is necessary for compliance with a legal obligation to which the PAS is subject

Who does the PAS share personal information with?

The PAS never shares personal information with other organisations for marketing purposes, nor do we share members’, speakers’ or Committee members’ contact details without the relevant individual’s express permission. However, we do share personal information with the following groups and organisations for the following specific purposes:

1. With other members of the Committee in the pursuit of legitimate PAS business, such as passing on enquiries to the relevant Committee member(s)

2. With external service providers as required, such as notifying a venue of the names of people attending a relevant PAS event

3. With members and the general public as reasonable in the course of promoting a PAS event, for example by publishing the names and biographies of lecture and conference speakers

4. With HMRC when reclaiming Gift Aid on funds received
    

Which organisations process personal information on behalf of the PAS?

1. The PAS Committee uses a range of reputable, secure and GDPR-compliant electronic systems and services to collect, store and process personal information. These systems and services change from time to time but may include:
    

1. Payment processing services, such as PayPal

2. Event invitation services, such as Ticketsource

3. Online event hosting services, such as Zoom. NB: Depending on their chosen settings, attendees’ names and physical surroundings may be visible to others during online events. The information attendees choose to display at such events is at their own discretion and is not the responsibility of the PAS.

4. Email services, such as Mailchimp

5. Collaboration tools such as Google Workspace, WhatsApp and Slack

6. Desktop applications such as Excel

7. Cloud-based data backup services such as OneDrive

 

If you have any concerns about how your own personal information is processed by any of these electronic services, please contact us at info@thepictishartssociety.org.uk with the subject line ‘GDPR enquiry’.

How long does the PAS keep personal data for?

We keep personal data for as long as is necessary for the fulfilment of our activities as set out in the PAS Constitution. The following rights apply:

1. Members and service providers have the right to ask us what personal information we hold about them. Please direct any such enquiries to us at info@thepictishartssociety.org.uk with the subject line ‘GDPR enquiry’.
    

2. Members and service providers have the right to ask us to delete any information we hold about them. Please direct any such enquiries to us at info@thepictishartssociety.org.uk with the subject line ‘GDPR enquiry’. 

Deletion of personal information may result in no further information being sent to the relevant individual from the PAS, and may therefore result in termination of membership if applicable.

What if I have a complaint about the way my personal data is being processed?

You have the right to complain to the relevant supervisory authority if you feel your personal information is being processed by the PAS in ways that contravene either a) this privacy policy or b) the UK GDPR. The supervisory authority in this instance is the UK Information Commissioner’s Office (ICO).