The Society of Antiquaries of Newcastle upon Tyne (SANT) processes and stores personal information in accordance with the Data Protection Act 2018 (updated 2021 to include the new United Kingdom General Data Protection Regulations), and SANT’s Data Protection Policy.
How SANT stores and uses personal data
SANT may store and use your data to administer your membership, for the processing of financial transactions and maintaining accounts and to produce summary information for statistical, regulatory and audit purposes. We may use your data to inform you about events and activities being run by SANT and other organisations, and to manage your involvement with any committees you might join. You will only receive e-mail updates if you have specifically opted to do so.
The information that SANT holds is mainly provided by members, staff and suppliers, but may also be collected from other sources already in the public domain. The information is held securely and is only accessed by SANT staff, officers, members of Council or members of SANT committees, who have been authorised to do so by Council. Members’ data is kept and used for the duration of your membership and some information may be kept for longer periods by SANT for historical or regulatory purposes. For example we have to follow HMRC’s rules in relation to the retention of data about Gift Aid or the rules about keeping accounting records for six years.
Further information on how we store and use your data is available in our Privacy policy.
Third Parties
Your information will not be distributed to third parties unless it is anonymised, you give us explicit consent to do so, we are required to do so under a statutory or legal obligation, we are permitted to do so by legislation or need to do so to deliver services to you as members. For instance, there are a small number of occasions where we may need to share some of your information with Third Parties, for example, for processes essential to managing membership of SANT such as the annual mailing of Archaeologia Aeliana by its printer, with our independent examiners in relation to their review of the Society’s financial statements, with HMRC in relation to Gift Aid, with Paypal in relation to online payments and with GoCardless in relation to direct debit payment of subscriptions.
Members who pay their subscriptions by direct debit will need to provide to GoCardless email and postal addresses as well as details of their bank account for the purpose of taking direct debit payments and notifying the members in advance when such payments are being taken. The Society does not have access to the full bank account details. All this data is held securely by GoCardless and the Society’s officers have password protected access to details such as name, email address, postal address, amounts and dates of payment, so that they can manage and monitor direct debit payments.
Contacting you
We may need to contact you, by letter, telephone, e-mail or otherwise, in relation to the above purposes. It is your responsibility to update your information or notify SANT of any changes to your personal details so that the information that SANT holds is accurate and kept up to date. You can do this by informing SANT’s membership administrator on admin@newcastle-antiquaries.org.uk
You have the right to opt-out of any communication you sign up for at any time by contacting SANT (see below for how to do this), or by clicking opt-out links at the bottom of emails you receive.
Photography at events
Please be aware that photography, audio and video recording may take place at our events. These may be used for promotional purposes by SANT, including in printed publications, on our website, and on our social media accounts. If you would not like to be photographed or have your images used, please alert an officer or member of Council at the start of the event. We are unable to guarantee, however, that you will not be included in the background of photographs that are being taken. You can ask SANT to stop using your images at any time using the contact details below.
Accessing your personal data & queries
Under the Data Protection Act 2018 you have a right to change or access your information at any time. If you have any queries or want to see the personal data SANT holds on you by making a Subject Access Request, please contact SANT at the following email address: admin@newcastle-antiquaries.org.uk or by writing to:
Society of Antiquaries of Newcastle upon Tyne Great North Museum: Hancock, Barras Bridge Newcastle upon Tyne, NE2 4PT
If it transpires that any information we hold is inaccurate or incorrect you should inform us immediately, so that it can be amended.
Deletion of Records
In the case of former members, the Society may retain information about your name and dates of membership for historical reasons. However, former members can request to have their details removed from the record using the e-mail and postal addresses above, subject to the Society’s need to meet regulatory requirements (eg. HMRC; Charity Law; accounting records).