WHS Privacy Policy

Women’s History Scotland Privacy Policy

Women’s History Scotland (WHS) cares about your privacy. We are committed to storing and processing your personal data safely and being transparent about all our privacy practices.

This privacy policy explains the types of personal data we may collect about you when you become involved with WHS. It tells you what our lawful bases are for processing this data, which justify why and how we collect the data. It also explains how we’ll store and handle that data, and keep it safe. Personal data is held and processed by WHS in accordance with the General Data Protection Regulation 2018.

We regularly update our privacy policy and will let you know whenever we make major changes. This policy was last updated in October 2018.

If you have any questions, please don’t hesitate to get in touch with us at info@womenshistoryscotland.org. We’re happy to talk through our data protection policies and procedures and what they mean for you.

What are your rights over your personal data?

Women’s History Scotland respects your rights over your personal data. You may exercise these rights by emailing info@womenshistoryscotland.org.

You have the right to:

  • Request access to the personal data we hold about you.
  • Request copies of the personal data we hold about you in order to transmit this information to another service provider.
  • Request the correction of your personal data when incorrect, out of date, or incomplete.
  • Withdraw your consent from any consent-based processing of your personal data.
  • Object to any processing of your personal data that has its basis in legitimate interest.
  • Challenge the accuracy or lawful basis of the processing of your data and request a temporary restriction of this processing.
  • Request the deletion of all the personal data that we hold about you and an end to the processing of this data. Please note that we may be required to store some of your personal data after this request to comply with our legal obligations.

To act on any of these rights, please contact Women’s History Scotland at info@womenshistoryscotland.org.

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Policy.

Contents:

  1. Getting in touch with Women’s History Scotland

  2. Membership of Women’s History Scotland

  3. Events Booking and Attendance

  4. Prizes and Bursaries


1. Getting in touch with Women’s History Scotland

What sort of personal data do we collect?

There are lots of reasons why you might want to get in touch with Women’s History Scotland. You might have an enquiry about using our resources, attending WHS events, our essay prize, postgraduate bursary or a more general enquiry, and we want to make sure we’re able to respond to you.

As part of the conversation between us, we may ask you for: your name, your organisation, your email address, your address and your contact number.

We process this information to pursue our legitimate interests, as you have got in touch with us and we want to respond to your enquiry.

How and why do we use your personal data?

We use your personal data to respond to your enquiry. In some instances, we may get in touch with you after your enquiry if we think you will be interested in an opportunity or event with WHS.  For example, if you enquire about our Suffrage Learning Resource and we put on a related event, we might get in touch to ask if you would like to attend. We will only get in touch with you about opportunities specific to but outside of your original enquiry within 3 years of your original enquiry. We will not add you to our mailing list or membership list unless you request to be added.

How we protect your personal data

We look after your data with the utmost care and ensure that your privacy is respected at all times in line with our policies and procedures. We treat all information that you provide as confidential, and your data is stored securely.

How long will we keep your personal data?

We may retain your personal data for our records in order for WHS to learn how interested parties use our resources and so that we can improve our provision of resources and events to promote women’s and gender history. You can ask us to delete this information at any time by getting in touch with us.

Who do we share your personal data with?

Your data is treated confidentially and we will not share it with any third parties. If we use this information for funding purposes, your data will be anonymised.


2. Membership of Women’s History Scotland

What sort of personal data do we collect?

If you join Women’s History Scotland as a member, we may ask you for: your name, address, email address, telephone number, occupation, work address, and research interests.

We process this information on the basis of our legitimate interest in creating a forum of all those interested in women’s and gender history, encouraging contact between them, and promoting research into all areas of women’s history. We will register your membership if you have actively asked us to do so. If you send us a bankers order form this will be sent directly to the Bank of Scotland who will process the personal and financial details contained therein. We do not retain any member’s bank details.

How and why do we use your personal data?

We use your personal data to process your membership request and add your details to our membership database. We will use your personal information if we need to get in touch with you about membership renewal.

We will use your personal information to send out information about WHS events and activities to the email address you provide. Occasionally we may send information about other conferences, events or projects relating to the history of women and gender in Scotland if we think that you would appreciate receiving the information, for example, news about talks and events on women’s history arranged by other organisations.

How we protect your personal data

We look after your data with the utmost care and ensure that your privacy is respected at all times in line with our policies and procedures. We treat all information that you provide as confidential, and your data is stored securely.

How long will we keep your personal data?

We will retain this information for as long as you are happy for us to keep it. You can unsubscribe from our mailing list or membership at any time. We may retain your associated personal data for our records for a period of three years after your membership lapses. Retaining your data enables us to reflect on our engagement and develop as an organisation and will make renewing your membership at a later date more efficient. If you would like us to delete this data, please get in touch.

Who do we share your personal data with?

Your data is treated confidentially and we will not share it with any third parties. All data stored digitally is password-protected.


3. Events Booking and Attendance

What sort of personal data do we collect?

If you book to attend an event organised by/with Women’s History Scotland, we may ask you for: your name, address, email address, and phone number. If you book via a website for a paid or free event, you will be directed to Eventbrite/PayPal to make the payment and booking.

If you attend an event, we may take photographs. When we are taking photographs for potential use in promotional materials in which you can be identified, we will do this only with your permission and you are under no obligation to provide this. If you sign a permissions form, we will ask for your name and your signature.

At the end of an event, we may ask you to complete an anonymous Feedback Form. You are under no obligation to complete this. The information we ask for may include: your age, postcode, event attended, event feedback, gender identity, sexuality, information on health conditions or disabilities, ethnicity, and religious identity. This information is provided and processed anonymously.

We process your booking information by contractual obligation. We process the information you provide as part of your photography permissions with your consent. We process your sensitive data with your consent and for equal opportunities monitoring.

How and why do we use your personal data?

If you book to attend an event organised by/with Women’s History Scotland, we will use this information to process your booking and to contact you with information about the event.

If we take photographs at events, this will form part of our record of WHS activities. If you have given your permission for a photograph to be taken where you can be identified, it may be used in promotional materials, such as in our printed promotional material, website or in outreach presentations.

If you sign our photography permissions form, we will use this to record which photos we can use in promotional material, and to record attendance for events.

If you complete a Feedback form, we will use this information to reflect on feedback provided so that we can improve, develop as an organisation and respond to user suggestions and comments.

How we protect your personal data

We look after your data with the utmost care and ensure that your privacy is respected at all times in line with our policies and procedures.

We store photographs securely on password-protected hard drives and computers, and only use photographs (if they show identifiable persons) in promotional material where permissions have been provided. We store photography permissions forms securely.

We store data from Feedback forms securely and anonymously.

How long will we keep your personal data?

All information provided to us at the time of booking for an event will be retained for up to 7 years. We do not see or process any credit card or bank details, you will be directed to PayPal to complete payment for an event. You can see PayPal’s privacy policy here.

Photographs from events form part of our record of WHS activity in promoting women’s and gender history in Scotland. As such, we retain all photography permissions as part of our records. This information includes a name, signature and the first half of a postcode if provided.

The Feedback information is provided, stored and processed anonymously, and forms a key element in how we develop as an organisation. We retain this data for our own records, reflection, development and reporting.

Who do we share your personal data with?

In some instances, we may share photographs with external press for use in publicity. We also share photographs in our own promotional material, such as printed flyers, presentations and on our website. You can withdraw your photography permissions for specific photographs at any time.

We may share photography permissions sheets (which show your name and first half of your postcode) and anonymous equal opportunities and feedback forms with partner organisations known to you when delivering joint projects. We won’t share your contact details with other organisations without your individual request or agreement. We do not share your personal data with any other third parties.


4. Prizes and Bursaries

What sort of personal data do we collect?

If you become apply for a WHS bursary or prize, we may ask for: your name, address, email address, telephone number, institutional affiliation and current position. If you are awarded a bursary we may ask for your bank details to transfer the grant funding.

The lawful basis for processing the information you provide is legitimate interest in promoting research in gender and women’s history through provision of funds to postgraduate, early career or independent scholars.

How and why do we use your personal data?

We use your personal data to process your application and to contact you about the outcome of the application. If you are awarded a prize/bursary, we may share information about you and your research on our website and in promotional material with your consent.

How we protect your personal data

We look after your data with the utmost care and ensure that your privacy is respected at all times in line with our policies and procedures. All data stored digitally is password-protected.