(a)Information you give us. This is information about you that you give us by filling in forms on our websites, emailing us, writing to us, or speaking to us over the phone or in person. The information you give us may include your name, address, email address, phone number, date of birth and payment information.

(b)Information we collect about you. If you visit our website then we will collect information which your web browser makes available to us. This includes technical information about your electronic device, browser and internet provider. We use cookies on our website and for more information, you can refer to the ‘Cookies’ section of this Policy, below. This category also applies to photographs we take of you, when you attend our events or as part of our promotional activities.

(c)Information we receive from third parties. If you are a prospective member of ours then a current member may share your information with us as part of our vouching process for new members.

(a)For suppliers, and their staff and representatives, we process your information in order to administer our commercial relationship with you or your organisation. If you are:

(b)For prospective members of the Society, we are processing your information to establish your eligibility to join the Society and to conduct the application process. The processing is usually necessary for the performance of the contract between us relating to membership services, including taking pre-contractual steps such as assessing your eligibility to join.

(c)For current members of the Society, we process your information to provide you with membership services and to send you updates about the Society’s work. The processing is usually necessary for the performance of the membership contract between you and us. In some circumstances, we will process your information on the basis of your consent. This is usually the case where you have agreed to us circulating your contact information to other members. We may send you updates on the Society’s activities from time to time on the basis that we have a legitimate interest in keeping our members informed of the Society’s activities. We process photographs of you on the basis that we have a legitimate interest in promoting the Society’s work and creating and maintaining visual records of the Society’s activities and Society events.

(d)For all other third parties, we have a legitimate interest in processing your information in order to administer the Society and coordinate its work, including photographs for the purpose of promoting the Society’s work and creating and maintaining visual records of the Society’s activities and Society events.

(a)for suppliers and their employees and representatives, seven years from the date the relevant contract between us ended;

(b)for prospective members, for the duration of the application process (including time spent on our waiting list), plus an additional six months if your application is rejected for any reason;

(c)for members, we keep your information for the duration of your membership; and

(d)for third parties, the duration will depend on the nature of our relationship, please contact us for further details.

(a)Our outsourced service providers. Our service providers (including IT providers) may be granted access to your information as part of the service they provide to us. Our service providers are subject to strict contractual obligations to treat your personal information confidentially and to comply with data protection law at all times.

(b)Professional advisers. We may share personal information with our legal, financial and other professional advisers for the purpose of obtaining their advice. These transfers are protected by our advisers’ duties of confidentiality.

(c)Other members. If you are a member of the Society and you have given us your consent to doing so, we will share your information with other members so that they can contact you. You can withdraw this consent at any time (please see the ‘Your Rights’ section below for more information).

(a)if we are processing your personal information on the basis of your consent then you have the right to withdraw that consent at any time. Consent can be withdrawn by contacting us using the details set out at the top of the Policy. Please note that the lawfulness of our historic processing based on your consent will not be retrospectively affected by your subsequent withdrawal of consent;

(b)the right to access a copy of your information which we hold. This is sometimes called a ‘subject access request’. Additional details on how to exercise this right are set out in the ‘Access to Information’ section of this Policy, below;

(c)the right to prevent us from processing your information for direct marketing purposes. We will inform you (before collecting your data) if we intend to use your personal information for this purpose or if we intend to disclose your information to any third party for this purpose. You can also exercise this right at any time by contacting us;

(d)the right to object to decisions being made about you by automated means. We do not currently use automated decision making in our business;

(e)the right to object to us processing your personal information in certain other situations;

(f)the right, in certain circumstances, to have your information rectified, blocked, erased or destroyed if it is inaccurate;

(g)the right, in certain circumstances, to claim compensation for damages caused by us breaching data protection law; and

(h)the right, in certain circumstances, to request that we erase, rectify, cease processing and/or delete your information.