Privacy Notice


Updated 24th May 2018

Background

This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all instances where we collect your personal data. This privacy notice applies to personal information processed by or on behalf of the Caledonian Society of France.

Changes to this privacy notice
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website – www.caledonian-society-france.org.

1. Who are we and how do you contact us?
We are the Caledonian Society of France (a not-for-profit organisation i.e. Association Loi de 1901), 25 rue Castagnary, 75015 Paris, France. We are a data controller of your personal data.

2. What kinds of personal information about you do we process?
Personal information that we’ll process in connection with all instances where you provide it to us, includes:
Personal and contact details, such as title, full name, contact details and contact details history
Your date of birth, gender and/or age
The usage of our website, records of whether or not you have opened content emails we sent you.
Marketing to you and analysing data, including history of those communications, whether you open them or click on links, and information about Society activities or other items of interest we think you may be interested in, and analysing data to help target information to you that we think are of interest or relevance to you.

3. What is the source of your personal information?

We’ll collect personal information from the following general sources:
From you directly, when you sign-up to our mailing list, or when you join the Society as a member, and Information generated about you when you attend our meetings or activities.

4. What do we use your personal data for?

We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:
Managing the membership you have with us
Updating your records
Managing any aspect of the activities of the Society available to you
To perform and/or test the performance of, our website, events, activities and internal processes
To improve the operation of our Society
To follow guidance and best practice under the change to rules of governmental and regulatory bodies
For management and auditing of our Society operations including accounting
To monitor and to keep records of our communications with you and our Committee (see below)
For market research and analysis and developing statistics
To develop new activities and events and to review and improve existing ones
To comply with legal and regulatory obligations, requirements and guidance

5. What are the legal grounds for our processing of your personal information?

We rely on the following legal bases to use your personal data:
Where it is needed to provide you with information regarding our activities and events and the operation of the same, such as:
a) Managing the membership you hold with us, or an application for one
b) Updating your records, tracing your whereabouts to contact you about your membership
c) All stages and activities relevant to managing the events and activities including enquiry, application, administration and management.

Where it is in our legitimate interests to do so, such as:
a) To follow guidance and recommended best practice of government and regulatory bodies
b) For management and audit of our Society operations including accounting
c) To carry out monitoring and to keep records of our communications with you and our Committee (see below)
d) To administer our good governance requirements such as internal reporting and compliance obligations or administration required for AGM processes
e) For market research and analysis and developing statistics
f) Where we need to share your personal information with people or organisations in order to run our Society or comply with any legal and/or regulatory obligations

6. When do we share your personal information with other organisations?
We don’t share your information with any other parties for financial gain. However, we do use third party providers for webhosting and email processing . We also use certain third party providers outside of the EEA, such as The Rocket Science Group LLC ("MailChimp") for their email marketing platform.

7. How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.

8. Is your personal information transferred outside of France or the EEA?
We’re based in France and your data is not usually transferred outside of France, except when using the services of non-France based third party providers such as Mailchimp (see 6 above).

9. What should you do if your personal information changes?
You should tell us so that we can update our records using the details in the Contact Us section of our website. We’ll then update your records if we can.

10. Do you have to provide your personal information to us?
It is difficult for us to provide information, activities and events to you if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.

11. For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
For as long as we have reasonable Society needs, such as managing our relationship with you and managing our operations
For as long as we hold activities and events that you participate in, and then only for as long as someone could bring a claim against us; and/or
Retention periods in line with legal and regulatory requirements or guidance.

12. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.

The right to be informed about the processing of your personal information
The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
The right to object to processing of your personal information
The right to restrict processing of your personal information
The right to have your personal information erased (the “right to be forgotten”)
The right to request access to your personal information and to obtain information about how we process it
The right to move, copy or transfer your personal information (“data portability”)
Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws. You can contact us using the details below.

13. Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can contact us by going to the Contact Us section of our website to exercise these rights.

Contact Us
If you have any questions about this privacy notice, or if you wish to exercise your rights you can contact us by going to the Contact Us section of our website. Alternatively, you can write to the Caledonian Society of France, 25 rue Castagnary, 75015 Paris, France

 Accessing your information
You can access any personal information we have about you by sending a written request to us at: the Caledonian Society of France, 25 rue Castagnary, 75015 Paris, France or by email to: info@caledonian-society-france.org