The British Sundial Society (“We”, “us”, “our”) is committed to protecting and respecting your privacy.

Our website exists to provide expert and specialist information and comment about all aspects of sundials in support of our charitable aims to the general public and for all people interested in researching, making and restoring all types of sundial.

This policy (together with our Terms of Website Use and any other documents referred to in them) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand how we will look after your personal data and how we will use it.

The British Sundial Society will be known as the ‘controller’ of the personal data you provide to us. We are a Charitable Incorporated Organisation (Registered Charity Number 1155688).

INFORMATION WE MAY COLLECT FROM YOU

We may collect and process the following personal data about you:

• Information that you provide by filling in forms on our site www.sundialsoc.org.uk (“our site”). This includes information provided at the time of registering to use our site, information provided when you apply for membership to the British Sundial Society, subscribing to our service, posting material or requesting further services. We may also ask you for information when you enter a competition or promotion, contribute to our publications and when you report a problem with our site.

• If you contact us, we may keep a record of that correspondence.

• We may also ask you to provide information in response to surveys that we may carry out from time to time and use for research purposes, although you do not have to respond to them.

• Information that you provide when you apply for membership to the British Sundial Society other than through our site.

• Information supplied when you contribute to our registers of sundials or provide dial recordings.

If you fail to provide certain information when requested, we may not be able to administer your membership with us, or to supply the services requested in full or at all.

COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer, tablet or phone if you agree. Cookies contain information that is transferred to your computer’s hard drive or permanent storage.

We may use the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. By using the site you agree to our use of cookies.

WHERE WE STORE YOUR PERSONAL DATA

All information that you provide to us is stored on secure servers (electronic data) or in secure filing systems (manual records).

Other than where specified in this Privacy Policy, the data that we collect from you will not be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).

Our website is hosted by Arvixe on servers located in the United States of America. Where the host processes, accesses, and/or stores personal data outside of the EEA, it shall comply with its obligations as set out in the Commission’s standard contractual clauses for the transfer of Personal Data to data processors established in Third Countries set out in the Commission Decision of 5 February 2010 (C(2010) 593), as amended by EU Commission Implementing Decision 2016/2297 of 16 December 2016.

For transfers within the host’s corporate family, such transfers will be under the Commission’s model contracts for the transfer of personal data to third countries pursuant to Decision 2004/915/EC and 2010/87/EU. For transfers by the host to third parties outside the EEA, such transfers will either (i) be under the standard contractual clauses; or (ii) rely on the EU-US Privacy Shield Framework.

If you choose, or you are provided with, a user identification code, password or any other piece of information as part of our security procedures, you must treat such information as confidential. You must not disclose it to any third party. If you know or suspect that anyone other than you knows your user identification code or password, you must promptly notify us using the details at the end of these terms.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

USES MADE OF THE INFORMATION

We use information held about you for the following purposes:

• To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes. Your information (including your name, address and interest codes) is shared with the fulfilment house who dispatch our quarterly Bulletin.

• We store the interest codes that you provided when you joined to enable other members sharing those interests to be put in touch, subject to your prior consent in each case.

• To carry out our obligations arising from any contracts entered into between you and us, including membership of the British Sundial Society.

• We store your email address if you have provided it both to contact you and to provide secure access to the members’ area of the website (a legitimate interest of ours).

HOW LONG WE KEEP YOUR INFORMATION

We will keep your basic personal data for as long as you are a member with us. Should your membership cease, we will retain your personal data for a period of one further year, after which time it will be destroyed.

We do not keep any credit card or bank account details longer than necessary to process the transaction.

DISCLOSURE OF YOUR INFORMATION

We may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

• If the legal status of the British Sundial Society changes or if substantially all of its assets are acquired by a third party, personal data held by it about its members and/or customers will be one of the transferred assets.

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Website Use and other agreements; or to protect the rights, property, or safety of the British Sundial Society, our members, or others.

YOUR RIGHTS

In certain circumstances, you have the right to restrict or object to the processing of your personal data for particular purposes, such as marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes. Where available, you can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at membership@sundialsoc.org.uk.

Our site may, from time to time, contain links to and from other websites including, but not limited to, those of partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

You have the right to access information held about you. Providing you this information is free of charge, but charges may apply for excessive requests.

You also have the right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete, and in certain circumstances the right to request erasure of your personal data held by us.

Where relevant, you have the right to withdraw consent at any time and this means that we cannot process your data provided without your consent. Where you have provided data to us you have the right to data portability. This means that you can ask us for a copy of that personal data held by us to re-use with another service or business.

COMPLAINTS

If you wish to raise a complaint on how we have handled your personal data, you can contact membership@sundialsoc.org.uk and we will investigate the matter.

Should you be unhappy with our processing of your personal data, you have a right to complain to the Information Commissioner’s Office, which is the regulator for data protection.

CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

CONTACT

Questions, comments and requests regarding this privacy policy, and your rights in relation to information we hold on you, are welcomed and should be addressed to membership@sundialsoc.org.uk.