DATA PRIVACY NOTICE
For Members, Associate Members, Prospective Members and Patrons
The Edinburgh Makars is a member-based amateur drama group. In order to
administer the club and to provide services to our members, we need to
record and process a limited amount of personal information. We are
committed to being open about the information we hold and the way we
use it. We will take such steps as are reasonable for a small,
member-funded organisation to ensure the security of personal data in
accordance with data protection regulations and to allow you to
exercise your rights as a data subject.
The legal basis on which we hold this data is 'legitimate interests' of
the organisation, which means that we do not need to ask you for your
consent providing the data is only used for administration and to
provide services to you which you expect from your membership.
If you contact our Secretary directly about the possibility of joining
the Club or fill out the enquiry form on our website, any personal
information you provide will be kept for no longer than 12 months
unless you have joined the club in the meantime, in which case it may
be retained during your membership.
We hold contact details for members and associate members. This is held
in digital form by the Secretary on a personal computer. A printed list
of contact details is produced periodically which is circulated to
Committee members and may be displayed in the clubrooms. If you object
to your name or any other details being included in this printed list,
you should inform the Secretary.
We will not provide your contact details to anyone outside the Club
without your permission. If you cease to be a member of the Club, we
will update the printed list within 12 months removing your entry,
although the Secretary may retain your contact information for up to 6
years. You may resign from the Club at any time by written letter to
the Secretary and you will be removed from membership if your annual
subscription is overdue by six months.
Your contact details are used for circulation of the club newsletter,
notification of the AGM and contact in relation to club nights, shows
or general administration. We may also occasionally send out
information about external events or courses of a theatrical nature
which we think may be of interest to our members.
We hold contact details for Patrons - people who have asked to receive
information about future shows. We will continue to send such
information until you ask the Secretary to remove you from the list or
reply to one of the emails with 'Unsubscribe' in the subject line.
As a registered charity, we need to keep proper accounts and to provide
certain information to the Office of the Scottish Charity Regulator,
although this does not generally involve personal data. Our Treasurer
maintains a record of subscriptions received and of any expenses
claimed by club members. Details of these will be kept for 6 years
following the end of the relevant financial year. If you have completed
a gift aid declaration, this will be kept for six years from the year
of your most recent payment. The actual accounts (but not the
supporting documentation) will be retained as a permanent record.
The accounts and supporting information will be seen by our external
auditor and we may need to provide certain information to official
bodies such as HMRC for legal reasons.
You may be mentioned by name in Committee minutes if you are
undertaking a specific role or helping with a particular event. We
regard committee minutes as part of the historical record of the Club's
activities. They will be archived after a period of 6 years and
retained permanently. Committee minutes are not circulated outside the
Committee. Specifically, records of any safeguarding concerns or
complaints of harassment raised with the President will be kept for 75
We take photographs of actors (and sometimes the director) to display
front of house and photographs during rehearsals or performances for
publicity purposes. These digital images may be displayed on our
website, Facebook or Twitter pages and may be uploaded to Photobox to
enable cast members to order prints. They may be issued to various
media to accompany a review or for publicity purposes. The full set of
digital images and Photobox link are only accessible to those who have
been involved with the production.
If you do not want to appear in photographs you may advise the
Secretary in writing or you can inform the photographer at the time
photos are being taken. We regard photographs of productions as part of
the historical record of the Club's activities. They will be retained
permanently and may continued to be displayed on our website on a
permanent basis. If you did not object at the time to your inclusion
and the image includes other actors, we reserve the right to continue
to retain and display the photo or digital image as part of our
If you want to check what personal data is held on you, you should
apply to our Secretary. You may ask for incorrect information to be
corrected or you may object to particular information being recorded or
being used in a particular way If we cannot agree, you may complain to
the Information Commissioner's Office - https://ico.org.uk/