1. How we use your personal information
This notice tells you why Clan Carruthers Society International may collect information about you and how this information may be used.
Our records are electronic we use a combination of working practices and technology to ensure your information is kept confidential and secure. Records which the society holds about you may include the following information:
• Details about you, such as your address and contact details
Information may be used within the society for audit purposes to monitor the quality of the services we provide. All of your information is held securely and may be used for statistical purposes.
Where we do this, we take strict measures to ensure that individuals cannot be identified.
2. How do we maintain the confidentiality of your information.
2.1 We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
• General Data Protection Rules 2018
• Human Rights Act 1998
• Common Law Duty of Confidentiality
2.2 Every officer or council member or member of staff has a legal obligation to keep information about you confidential.
3. Who do we share your information with?
3.1 We only ever pass on information about you to others, if there is a genuine need for it such as the the region of the society in which you reside.
3.2 We will not disclose any information about you to any third party without your written permission or in case of a child’s information the parental consent, unless the law requires information to be passed on and/or in accordance with the Caldicott principles.
4. Access to your personal information
4.1 You have a right under the General Data Protection Rules 2018 (UK) to request access to view or obtain copies of what information Clan Carruthers Society International holds about you and to have it amended should it be inaccurate. In order to request this you need to do the following:
• Your request must be made in writing to the society
• There is no charge for copies of your file
• We are required to respond to you within 40 days
• You will need to give us proof of name (Photo ID) and identity so that your identity can be verified
5.1 Should you have any concerns about how your information is managed at the society, please contact the Convener (Dr George Carruthers) in the first instance. If you are still unhappy following a review you can then complain to the Information Commissioner’s Office via their website (www.ico.gov.uk)
6. Change of details
6.1 It is important that you tell the society if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for us to correct it.
7. Retention of information
7.1 Your information will be kept on record for a period of 24 months after your subscription expires. We retain the right as a society to pass clan information to you until you unsubscribe.