The Royal African Society is committed to protecting your privacy and to being transparent about the information we hold about you. Using personal data helps us as a charity to engage with, and develop a better understanding of, our members, audiences, partners and supporters.
In accordance with the General Data Protection Regulation (GDPR), the Royal African Society is a data controller. This means we decide how your personal data is processed and for what purposes as governed by the GDPR regulation and other applicable data protection laws.
- Who we are
- How we collect your data
- How we process your data
- Legal basis for processing your data
- Sharing of your personal data
- How long we keep your data
- How we protect your personal data
- Your legal rights under GDPR
- Contact details
- Web pages covered by this policy
- Who are we?
The Royal African Society is a charity (number 1062764) registered in England and Wales. Based in London, we are a membership organisation that provides opportunities for people to connect, celebrate and engage critically with a wide range of topics and ideas about Africa today. Through our events, publications and digital channels we share insight, instigate debate and facilitate mutual understanding between the UK and Africa. We amplify African voices and interests in academia, business, politics, the arts and education, reaching a network of more than one million people globally.
- How do we collect your data?
Personal data means any information about an individual from which that person can be identified. We collect personal data when you engage with us either online, in person or over the phone. We collect your personal data in the following instances:
- When you apply for or renew your Royal African Society membership.
- When you register or book to attend an event.
- When you register your profile on our website or sign up to any of our newsletters.
- When you make an individual donation on our website.
- Through networking at meetings and events and/or introductions.
We collect some or all of the following personal data in the above instances: Username, Email Address, Title, Name, Surname, Position, Company/Organisation, Address, Phone Number, Mobile Number, Gender, Age, and Interests and Preferences.
This personal data is collected based on active consent from you, the data subject, when you provide us with your details online, in person or over the phone. This data is stored in our secure Client Relationship Management system and database, which can only be accessed by a select number of Royal African Society staff.
- How do we process your personal data?
We only collect information that is necessary for the Royal African Society to deliver its charitable objectives. There are four main types of interaction you may have with us - as Partner or Supporter, Member, Audience Member, or an individual interested in our news, activities and programmes. Based on those that apply to you, we collect and use your personal data for the following purposes:
- To provide information about the events/programmes you have expressed an interest in
- To manage our relationship with you and administer your membership account
- To provide the benefits defined through membership
- To book places at RAS events including the delivery of the event and necessary follow-up
- To carry out monitoring & evaluation and regulatory reporting
- To meet internal operational requirements
- To investigate and resolve complaints
- To verify your identity
- For audit purposes
- What is the legal basis for processing your personal data?
We process your personal data based on the following legal grounds:
- To deliver our contract with you in relation to the Society’s membership
- Where we consider that, on balance, it is appropriate for us to do so
- To comply with our legal obligations
- Where we have received your consent
- Where it is in the public interest
- Who do we share your personal data with?
The Royal African Society will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent. We may ask for your consent to share personal information with organisations we have partnered with, but these requests will be specific to the individual organisation so that your consent decision is informed.
We use a number of service providers who act as data processors in order to help us deliver our events and other charitable objectives. These organisations are obligated to act on our instruction in relation to their use of your personal data and do not have any control over your data in their own right. We ensure they act in accordance with our instructions and that they put suitable security measures in place to adequately protect your data. The main data sharing relationships the Royal African Society currently has are with Mailchimp and Eventbrite (as described above).
- How long do we keep your personal data?
We retain your personal data for as long as it remains necessary with regards to the purposes for which it was collected. We hold members’ personal data through the duration of their membership and up to 5 years after the membership lapses; we hold partners’ and supporters’ personal data for as long as the partnership is active and up to 5 years after the partnership lapses; and we hold newsletter subscribers’ personal data son long as they are opted-in.
- How do we protect your personal data?
The Royal African Society is committed to protecting the personal information you entrust us with. We implement appropriate measures, including both physical and technical safeguards, so the information we have about you is protected from unauthorised access and improper use. We have a governance model that ensures adequate policies, procedures and controls are in place to manage the risks.
- What are your rights under GDPR?
Under the GDPR regulation you have the following rights:
- You have the right to access, rectify or request erasure of your personal data
- To ask us to restrict the processing of your personal data
- To request the portability of your personal data
- To object, on grounds relating to your specific situation, where the processing of your personal data is based on a legitimate interest basis
- You have the right to withdraw consent of any direct marketing to which you have already opted-in
- You have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioner’s Office.
N.B. Not all of the above rights apply in all circumstances. If you wish to exercise any of these rights, we will explain at the time if they apply or not.
- How can you contact us?
If you have any questions or concerns about our use of your personal data, please contact us at The Royal African Society, 36 Gordon Square, London WC1H 0PD or at firstname.lastname@example.org
10. Web pages covered by this policy
25 May 2018