DATA PRIVACY NOTICE

For Members, Associate Members, Prospective Members and Patrons


The Edinburgh Makars is a member-based amateur drama group. In order to administer the club and to provide services to our members, we need to record and process a limited amount of personal information. We are committed to being open about the information we hold and the way we use it. We will take such steps as are reasonable for a small, member-funded organisation to ensure the security of personal data in accordance with data protection regulations and to allow you to exercise your rights as a data subject.

The legal basis on which we hold this data is 'legitimate interests' of the organisation, which means that we do not need to ask you for your consent providing the data is only used for administration and to provide services to you which you expect from your membership.

Prospective members

If you contact our Secretary directly about the possibility of joining the Club or fill out the enquiry form on our website, any personal information you provide will be kept for no longer than 12 months unless you have joined the club in the meantime, in which case it may be retained during your membership.


Contact information

We hold contact details for members and associate members. This is held in digital form by the Secretary on a personal computer. A printed list of contact details is produced periodically which is circulated to Committee members and may be displayed in the clubrooms. If you object to your name or any other details being included in this printed list, you should inform the Secretary.

We will not provide your contact details to anyone outside the Club without your permission. If you cease to be a member of the Club, we will update the printed list within 12 months removing your entry, although the Secretary may retain your contact information for up to 6 years. You may resign from the Club at any time by written letter to the Secretary and you will be removed from membership if your annual subscription is overdue by six months.

Your contact details are used for circulation of the club newsletter, notification of the AGM and contact in relation to club nights, shows or general administration. We may also occasionally send out information about external events or courses of a theatrical nature which we think may be of interest to our members.

We hold contact details for Patrons - people who have asked to receive information about future shows. We will continue to send such information until you ask the Secretary to remove you from the list or reply to one of the emails with 'Unsubscribe' in the subject line.


Financial Information

As a registered charity, we need to keep proper accounts and to provide certain information to the Office of the Scottish Charity Regulator, although this does not generally involve personal data. Our Treasurer maintains a record of subscriptions received and of any expenses claimed by club members. Details of these will be kept for 6 years following the end of the relevant financial year. If you have completed a gift aid declaration, this will be kept for six years from the year of your most recent payment. The actual accounts (but not the supporting documentation) will be retained as a permanent record.

The accounts and supporting information will be seen by our external auditor and we may need to provide certain information to official bodies such as HMRC for legal reasons.


Committee Minutes

You may be mentioned by name in Committee minutes if you are undertaking a specific role or helping with a particular event. We regard committee minutes as part of the historical record of the Club's activities. They will be archived after a period of 6 years and retained permanently. Committee minutes are not circulated outside the Committee. Specifically, records of any safeguarding concerns or complaints of harassment raised with the President will be kept for 75 years.


Photographs

We take photographs of actors (and sometimes the director) to display front of house and photographs during rehearsals or performances for publicity purposes. These digital images may be displayed on our website, Facebook or Twitter pages and may be uploaded to Photobox to enable cast members to order prints. They may be issued to various media to accompany a review or for publicity purposes. The full set of digital images and Photobox link are only accessible to those who have been involved with the production.

If you do not want to appear in photographs you may advise the Secretary in writing or you can inform the photographer at the time photos are being taken. We regard photographs of productions as part of the historical record of the Club's activities. They will be retained permanently and may continued to be displayed on our website on a permanent basis. If you did not object at the time to your inclusion and the image includes other actors, we reserve the right to continue to retain and display the photo or digital image as part of our historical records.


Your rights

If you want to check what personal data is held on you, you should apply to our Secretary. You may ask for incorrect information to be corrected or you may object to particular information being recorded or being used in a particular way If we cannot agree, you may complain to the Information Commissioner's Office - https://ico.org.uk/


June 2018