Data Protection

Data Protection Privacy Statement

Till Valley Archaeological Society (TillVAS) is a not-for-profit, charitable, membership organisation which aims to encourage and promote the study of the archaeological heritage and history of the catchment area of the River Till and the eastern Borderlands of England and Scotland.

TillVAS is required to comply with data protection law in relation to all personal information gathered, including keeping it safely and securely. In particular, TillVAS must be transparent about the information held and the purposes it is used for.

TillVAS needs to gather personal information from its members including their contact details:

name,
address,
phone number(s), and
e-mail address

TillVAS may also hold other information about participation in TillVAS events.

TillVAS holds Gift Aid declarations and any banking details supplied by a member’s bank in connection with any bank transfer payments made to TillVAS.

TillVAS will use personal information only to enable members to enjoy to the full the benefits of their membership.

In particular, the personal information will be used:

to provide information about activities of TillVAS,
to forward information about other events activities and opportunities likely to be of interest to them,
to remind members of the need to renew their membership, and
for accounting purposes.

Information may be held electronically or in hard copy and will be kept safely and securely.

Members’ personal information will not be not passed on to any third party, except where required by law. Currently the only such requirement is that information provided on a Gift Aid declaration must be passed to HMRC.

Personal information is retained for an appropriate but limited time, which may vary according to the type of information held. For example, signed attendance sheets from meetings are destroyed almost immediately, contact details are retained and updated throughout membership and Gift Aid information must be retained for 5 years from the date of payment.

Personal information is held by designated members of the Committee who hold only what they need to carry out their own responsibilities. Notifications to members sent by email are ‘Blind Copied’ so that members cannot access the contact details of other members.

Members are able to access any information held on them by TillVAS at any reasonable time and amend it by contacting the Membership Secretary. A member whose contact details change should provide the Membership Secretary with the revised details as soon as possible.

If you have any questions you can raise them with the Secretary, Sue Shaw (suecochraneshaw@gmail.com)

March 2020