The General Data Protection Regulation comes into force on 25th May 2018. It applies to all
organisations which hold personal data about individuals, such as members’ contact details. The
Highland Geological Society does this, and so is required under the Regulation to explain to members
what personal data is held and for what purposes, and what members’ rights are in relation to this.
What personal data is held by the Society
The Society holds every member’s contact details, ie name, postal address, telephone number and e-mail
address. In addition it has a record of all members who have agreed to pay their subscription under the
Gift Aid scheme or to whom library endorsement has been given.
How are these details held by the Society?
Members’ contact details are securely held in a password-protected Gmail account, the password being
known only to the Chair, the Secretary and the Treasurer. Membership records and accounts data are
also held on a secure personal computer by the Treasurer, and again password-protected. In addition
paper copies of all forms of application for membership are held securely by the Treasurer.
How long are the details held?
All accounting and Gift Aid records will be retained for six years. Other members’ details may be
retained for as long as may be required, generally for up to six years, but will normally be deleted when
they are no longer relevant. Subject to any statutory requirements (eg in relation to the retention of Gift
Aid records), a member has the right at any time to request that his or her personal data be deleted.
For what purposes are the details required?
Essentially, these details are required in order to manage the Society’s activities and facilitate each
member’s continuing relationship with the Society. In particular, they are required to:
1. give confirmation of membership, issue reminders about renewal of membership and send out
membership cards;
2. provide information about the Society’s activities, including the winter lecture programme and
summer excursions, or other relevant events;
3. make arrangements for members’ participation in the activities of the Society;
4. manage risk and the safety of members participating in excursions;
5. recover tax on subscriptions paid by members under the Gift Aid scheme; and
6. respond to queries, observations, complaints or concerns raised by members.2
Who has access to members’ details?
The Chair, the Secretary and the Treasurer have access to the Society’s Gmail account. In addition the
Society’s independent examiner has access to all the Society’s records in order to carry out his
examination of the Society’s annual accounts.
When a member has indicated that he or she wishes to participate in a particular excursion, that member
and other participants will be contacted to make the necessary arrangements. In the course of doing this,
a member’s contact details may be shared with the excursion leader and other participants (who may
include non-members of the Society).
When a member pays his or her subscription under the Gift Aid scheme, his or her details must be
passed to HMRC.
While it is most unlikely, it is also possible that the Society may be required to share a member’s details
with other statutory or regulatory authorities.
Members’ personal data will not be used or distributed for other purposes than those specified in this
privacy notice.
A member has the right to request access to his or her personal data held by the Society and to request
that the Society corrects the data if it is inaccurate or incomplete. By the same token, if a member’s
personal data changes, he or she should advise the Treasurer accordingly.
The email addresses and telephone numbers of the Chair, Secretary and Treasurer are given in the
membership card. Details of how the Society may otherwise be contacted may be found on the Society’s
website at http://www.spanglefish.com/highlandgeologicalsociety/.
If a member is dissatisfied with the Society’s handling of his or her personal data, a complaint may be
made to the Information Commissioner’s Office at www.ico.org.uk

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