Membership Privacy Statement
The ASG will process your personal information to facilitate your membership of the Society and to communicate with you in relation to matters which are essential to your continued membership. This may include (although will not be limited to);
• To process your annual membership subscriptions to the Society
• To facilitate your participation in any ASG activities, such as observing nights, other relevant Society events
• To advise you of any changes in the Society’s programme of events
• To provide you with access to the Society’s monthly newsletter
• To provide you with access to the Members’ Only section of the Society’s website
• To provide information about and to administer any Governance matters, including our AGMs, elections to the Society’s governing Council, and any changes to the Society’s Constitution
• To process any complaints, grievances, disciplinaries or appeals relating to membership
• Any other matters which are essential to your membership or the running of the Society
We process this information pursuant to our membership agreement with you and in order to comply with any legal obligations.
Your information will be stored securely encrypted on computers operated by the President, Membership Secretary and the Newsletter Editor. The encryption key will be held by a fourth officer of the Society. They will not ordinarily hold a copy of the database.
We will not share your data with any third party. We may, if requested by a third party, and the Society Council considers that such a request is compatible with the Society’s rules and aims, facilitate the promotion of such a request. For example, activities being promoted by outside organisations that may be of interest to Members. This may be done by email and by promotion on the Society’s Facebook page.
We will keep your data for the duration of your membership and will retain a full record of your membership for 2 years thereafter to assist with re-applications to membership or to confirm membership status. After 2 years, we will archive your record and will only keep information after this point in order to comply with any relevant statutory requirements and to satisfy our duties as a Registered Charity.
Where processing of your personal data is based on consent, you can withdraw that consent at any time.
You have the following rights. You can exercise these rights at any time by contacting us at:
You have the right:
• To ask us not to process your personal data for marketing purposes
• To ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing
• To ask us not to process your personal data for scientific or historical research purposes, where relevant, unless the processing is necessary in the public interest
• To request from us access to personal information held about you
• To ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
• To ask for data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the legal basis for processing is consent), you exercise your right to object, set out below, and there is no overriding legitimate ground for processing, the data is unlawfully processed or the data needs to be erased to comply with a legal obligation
• To ask for the processing of that information to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing)
• To ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.
Should you have any issues, concerns or problems in relation to your data, or wish to notify us of data which is inaccurate, please let us know by contacting us using the contact details above. In the event that you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time. The ICO’s contact details are available here: https://ico.org.uk/concerns/
For the purposes of data protection legislation, the data controller is the Membership Secretary of The Astronomical Society of Glasgow.
Please note – if you do not provide consent, the ASG will be unable to contact you regarding any of the above.
1. Information held on the Society’s website is deemed accurate at the time and date of publication.
2. Information on this website is not necessarily the opinion of The ASG.
3. The ASG does not guarantee accuracy or take any responsibility for the information contained on the website.
4. The ASG does not take any liability for information contained on third party websites, accessed through www.asg.org.uk, and The ASG does not approve the contents of these sites.
5.The ASG reserves the right to revise the Terms at any time.
6.The website and these Terms are governed by Scottish Law and the exclusive jurisdiction of the Courts of Scotland.
Issued by the Council of The Astronomical Society of Glasgow
2nd May 2018