Privacy Policy

Our Privacy Policy

Kent Archaeological Society (KAS) is committed to the protection of your rights and your privacy.

Our Privacy Promise

We are committed to protecting the privacy of our members and supporters. We take your privacy seriously and treat all the information you give us with great care.

Our Privacy Policy explains how we collect, store and use the personal information you give to us. If you have any questions concerning your personal data and how we look after it then please contact us at membership@kentarchaeology.org.uk. Alternatively if you would like to update how you would like to hear from us please contact memberhip@kentarchaeology.org.uk

As a data controller we fully comply with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other relevant legislation. We are recorded on the ICO Data Protection Register under registration number Z1093095

Kent Archaeological Society
Maidstone Museum
St Faith’s Street
Maidstone
ME14 1LH
Registered Charity 223382

WE PROMISE

POLICY OVERVIEW

We collect personal information from our Members and supporters who use our website; from visitors to our library; attendees at our conferences and participants in KAS activities; supporters who apply to become Members, make a purchase or donation and from those who get in touch with us directly. We do this both electronically and in paper format.

In addition we also collect details automatically about the pages you visit on our website. Please see our Cookies policy below for more information.

In choosing to share your personal information with us, you will be agreeing to our collection and use of your information as described in this policy.

If you no longer want us to process your personal details you can ask us to stop at any time by contacting membership@kentarchaeology.org.uk.

We use the information you share with us to:

For details of how we do this please see the full policy below.

We will need to make changes to this policy from time to time, to make sure that we are always providing you the latest information about what is happening to your personal information.

This policy was last updated on 30 January 2018

WHAT INFORMATION DO WE COLLECT AND HOW?

We collect personal information about you that helps us to deliver and improve our services. This includes:

If you have provided details for someone else, for example by buying a gift for them, we will not contact that person until they have been given the opportunity to let us know their communication preferences.

If you have contacted us on behalf of an organisation, we will also store details of the organisation concerned.

When visiting our website we also collect information about your IP address and the pages you visit. This helps us to understand which areas of our website are most useful to our supporters and make improvements. This does not tell us who you are and where you live until you choose to provide us with that information.  Please see our Cookies policy below for more information.

WHAT DO WE DO WITH YOUR INFORMATION?

PROCESSING

We will make sure that you receive the product or service you have requested, process any payments and send you information relating to that service.

If you have joined as a Member this will include sending you confirmation of your purchase and membership materials such as membership cards, information on how to use your membership, regular magazines, handbook and email newsletters. We will also send you information about membership renewal and information relating to your Standing Order or Direct Debit payments when this has been used.

If you have made a donation, this will include thanking you for your support and will share this information with HMRC if you have completed a Gift Aid declaration.

We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you. Please do let us know if your details have changed.

MARKETING AND COMMUNICATIONS

Receiving information from Kent Archaeological Society will always be your choice, and you can choose how you would like to receive that information from us.

You can also change your mind at any time, and we will keep your preferences up to date.

We limit the number of marketing communications we send to make sure we are not sending you too much. The maximum you would receive is one per month, in addition to communications that are not marketing related described above.

We may at times invite you to events for fundraising, or ask you if you are able to support us further but only if appropriate and in line with this privacy policy.

We will only contact you for marketing purposes by telephone or text message (SMS) if you have told us we can.

We will only contact you by email if you have told us you would like to hear from us this way, or to let you know about services you have previously bought. Every email will tell you how to contact us if you wish to change how we send information or to cease sending information.

We may contact you by post, however you can also stop this at any time by contacting membership@kentarchaeology.org.uk.

WHO WILL HAVE ACCESS TO MY INFORMATION?

Your information will be only be accessible to our trustees, volunteers and contractors if they are trained and it is appropriate in order for them to carry out their role in line with this Privacy Policy.

We will never sell your personal information, or let other organisations use it for their own purposes.

We will only share your personal information where:

We only work with trusted suppliers who have agreed to the terms of our Data Processor Agreement to treat your information as respectfully as we do and in accordance with the requirements of the Data Protection Act 1998.

Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

HOW DO WE KEEP YOUR INFORMATION SAFE?

The security of your information is paramount to us. We use encryption for transfer of data and our networks are regularly monitored to ensure they remain secure.

We also regularly review our measures to ensure they are up to date and in line with latest developments, particularly when we are handling payment information.

If you have a password to allow access to certain parts of our systems, you must keep that password safe and not share it with anyone or your personal information could be at risk.

Data that is transmitted via the internet or in email, cannot be 100% secure. As a global environment, transmitting data to us may take place outside the European Economic Area.

We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk. Once we have received your information we will use our best effort to ensure its safety within our network, which sits within the European Economic Area.

We will only hold your personal information for as long as reasonably necessary to carry out services and administer your relationship with us. Typically this is two years since your last interaction with us unless we are required to hold it longer for legal or taxation reasons.

If we dispose of your information it will always be done securely.

HOW TO GET IN TOUCH AND UNDERSTANDING YOUR RIGHTS

You have the right to a copy of the information we hold about you. This is called a subject access request.

If you would like to make a subject access request you can do so by sending an email to the Hon General Secretary email: secretary@kentarchaeology.org.uk

You also have the right to have incorrect information corrected and the right to object to further processing of your personal information for direct marketing.

Cookies

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally. These pieces of information are used to improve services for you through, for example:

Third party cookies

To make it easy for you to use and share our website we embed features from other websites such as Facebook, and Twitter. Browsing the KAS website may place cookies from these third party websites on your computer. KAS have no control over these cookies so it is not always possible to list them, and they are liable to change without notifying us.

We may refer to companies, organisations and public bodies and enable access to their websites directly from our website. Each company, organisation or public body operates its own policy regarding the sale of personal data and the use of cookies. If you have a particular interest in, or concern regarding the way your data will be used then you are advised to read the Privacy Statement on the relevant website.

In addition to these policies your personal data is protected in the UK by the Data Protection Act 1998. Under this Act we will only process any data we hold about you in a lawful and fair manner. We will keep your data securely to prevent unauthorised access by third parties. Your personal data may have to be disclosed if we are required to disclose it by law, or as a result of a lawful request by a governmental or law enforcement authority.

Accessibility

We aim to conform to level Double-A of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines 2.0, which help make the web more user friendly for all people.

Our website should display correctly in the current and previous two versions of Firefox, Chrome, Internet Explorer, Safari and  Opera. There may be some areas that require you to have JavaScript turned on to work.

While we strive to adhere to standards for accessibility and usability, there are areas we are still working on to improve such as providing video and audio transcripts, audio captions and audio descriptions. If you have concerns or issues you wish to raise please contact itsupport@kentarchaeology.org.uk

If you need help or have any questions about this policy and your rights in regarding the processing of your personal information please write to:

Hon General Secretary
Kent Archaeological Society
Maidstone Museum
St Faith’s Street
Maidstone
ME14 1LH

For broader advice and guidance please contact the data protection regulator:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 01625-545700
Fax: 01625 524510

Kent Archaeological Society is a registered charity number 223382 | Privacy Policy
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