The Scottish Potters Association (SPA) takes your privacy seriously.
We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What we need from you
When you register as a member of the SPA or renew your membership, we will ask you for some personal information including your name, address, email address and telephone number. If you do not provide us with all of the personal information that we need this may affect our ability to offer you our membership services and benefits.
Why we need your personal information - contractual purposes
We need to collect our members' personal information so that we can manage your relationship with us. We may use our members' personal information to:
- Provide you with core member services, including confirmation of membership, membership ID, end of year renewal notice, newsletter and members’ page on our website.
- Organise SPA activities.
Why we need your personal information - legitimate purposes
We also process our members' personal information in pursuit of our legitimate interests to:
- Provide you with news and updates about the activity of the SPA, opportunities to get involved in workshops, exhibitions, general meetings or other events.
- Raise awareness of the SPA’s activities by capturing photos, videos, or live streaming at events. We may use this for promotion, education and development purposes.
- Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
Other uses of your personal information
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations such as the Health & Safety Executive in relation to events we organise.
We may also share personal information with professional and legal advisors for the purpose of obtaining advice.
Third party suppliers with access to members' personal data
The SPA sometimes uses third party suppliers to provide services. These suppliers may process personal data on our behalf as "processors" and are subject to contractual conditions to only process that personal information under our instructions and to protect it.
- Event organisers receive details of participants.
When we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
How we protect your personal information
Your personal information is accessed by our committee who are also our Charity Trustees only for the purposes set out above. It is stored by the SPA in password-protected files within our website. Your personal data is emailed to external sources in password-protected files.
How long we keep your personal information
- We only keep your personal information for as long as necessary to provide you with membership services.
- As a Scottish Charity, we also need to keep information from our register of members for 6 years after you stop being a member. The information that we need to keep is your name and the date you stopped being a member.
You have a right to:
- Change your communication preferences or restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Request that we delete your personal information.
- Access the personal data that we hold about you through a "subject access request".
- You can contact us via the contact form on our website at scottishpotters.org
- If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at org.uk