Members Privacy Policy

This privacy notice tells you what to expect us to do with your personal information when you are a Member of BASICS SCotland.

BASICS SCOTLAND CONTACT DETAILS
Post: Sandpiper House, Maidenplain Place, Aberuthven Enterprise Park, Aberuthven, Perthshire, PH3 1EL
Telephone: 01764 663671
Email: admin@basics-scotland.org.uk

WHAT INFORMATION WE COLLECT, USE, AND WHY
Administration and management of Membership

We collect or use the following personal information as part of Administration and management of memberships:

• Contact details (eg name, address, telephone number or personal email address)
• Employment history (usually only current employment to prove eligibility)

LAWFUL BASES AND DATA PROTECTION RIGHTS

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal
information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below.
You can find out more about your data protection rights and the exemptions which may apply on the
ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You
  can request other information such as details about where we get personal information from and
  who we share personal information with. There are some exemptions which means you may not
  receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information
  you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read
  more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your
  personal information. Read more about the right to restriction of processing.
• Your right to object to processing – You have the right to object to the processing of your
  personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask that we transfer the personal
  information you gave us to another organisation, or to you. Read more about the right to data
  portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to
  withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request we must respond to you without undue delay and in any event within one month.
To make a data protection rights request please contact us using the contact details at the top of this
privacy notice.

Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of administration and management of membership are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

WHERE WE GET PERSONAL INFORMATION FROM
We collect your information from the following places:

• Directly from you

Type of record	Retention Period
Membership	1 year from leaving
Former members (skeleton info)	Lifetime of organisation
Former Director information (skeleton info)	Lifetime of organisation
Directors Conflict of interest	6 year from end of tenure
Articles of Association	Lifetime of the organisation
AGM minutes	Lifetime of the organisation

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above

WHO WE SHARE INFORMATION WITH
In some circumstances, we may share information with the following organisations:

• OSCR
• Companies House

Only Director and Trustee information is unredacted.

HOW TO COMPLAIN

If you have any concerns about our use of your personal data, you can make a complaint to us using the
contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complain