Who we are
We are The Horatian Society, an unincorporated membership association (the ‘Society’). The Society is the data controller for the purposes of data protection law, which comprises any data protection legislation from time to time in force in the UK (including the Data Protection Act 2018 or any successor legislation) and (for so long and to the extent that the law of the European Union has legal effect in the UK) the General Data Protection Regulation (EU) 2016/679 and any other retained European Union law relating to privacy.
What this Privacy Notice is for
This Privacy Notice provides information about how the Society will use (or ‘process’) the personal data of individuals who are members of the Society and, where applicable, their guests and guest speakers and non-members who contact the Society via this website. This information is provided because data protection law gives individuals rights to understand how their data is used.
Data Protection Act 2018 definition of personal data
“(2) “Personal data” means any information relating to an identified or identifiable living individual (subject to subsection (14)(c)).
(3) “Identifiable living individual” means a living individual who can be identified, directly or indirectly, in particular by reference to—
(a) an identifier such as a name, an identification number, location data or an online identifier, or
(b) one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of the individual.”
Data Protection Act 2018 definition of processing
“4) “Processing”, in relation to information, means an operation or set of operations which is performed on information, or on sets of information, such as—
(a) collection, recording, organisation, structuring or storage,
(b) adaptation or alteration,
(c) retrieval, consultation or use,
(d) disclosure by transmission, dissemination or otherwise making available,
(e) alignment or combination, or
(f) restriction, erasure or destruction,”
Responsibility for data protection
The Secretary of the Society is responsible for dealing with requests and enquiries concerning the Society’s uses of individuals’ personal data and will endeavour to ensure that all personal data is processed in compliance with data protection law. The Secretary can be contacted using the contact form on this website
Why the Society needs to collect personal data
The Society’s two main activities are the holding of an annual dinner for members and their guests and the publication and distribution by post to members of the addresses (the ‘Addresses’) given at the dinners. The Society processes personal data for the purposes of facilitating these activities and considers that such processing falls within the scope of the Society’s legitimate interests.
Types of personal data processed by the Society
Names, titles, decorations and occupations of members
Addresses, telephone numbers, e-mail addresses of members
Bank details of members
Names, titles, decorations of guests
Names, titles, decorations and email addresses of guest speakers
Names, titles and email addresses of non-members who contact the Secretary via this website
How the Society collects personal data
The Society receives personal data directly from members who complete a Member’s Details form and Banker’s Order form on joining the Society. Names of guests are received from members who apply for tickets to the annual dinner. Personal data of guest speakers is obtained when they are invited to speak. Personal data of non-members is obtained when they contact the Secretary via this website
Who has access to personal data and with whom does the Society share it?
The Secretary and other members of the committee of the Society have access to personal data.
A list of names of members, their guests and the guest speaker is displayed at the annual dinner and a table plan is provided the dinner venue. A list of names of all members of the Society and a list of members and their guests who attended that year’s annual dinner are published in the Addresses distributed to members.
How is personal data stored?
The original Member’s Details forms are stored in a paper filing system. Personal data from the forms is transcribed into a digital database stored in Microsoft OneDrive. Microsoft servers for UK users are based in the European Economic Area. The original Banker’s Order forms are forwarded to the member’s bank and copies are not kept by the Society. Non-members’ names, titles and email addresses are stored in the Secretary’s email account.
How long does the Society keep personal data?
The Society will retain personal data securely and only for as long as is necessary for a legitimate and lawful reason. Generally, this means for as long as an individual is a member of the Society and for seven years thereafter. Personal data of guests and guest speakers who do not become members is retained for seven years after the last dinner they attend. Personal data of non-members who contact the Secretary through this website and who do not subsequently become members will be deleted as soon as their query has been dealt with.
Rights of access
Rights under data protection law belong to the individual to whom the data relates.
Any individual wishing to access or amend their personal data or wishing it to be transferred to another person or organisation, or who has some other objection as to how their personal data is used, should put their request in writing to the Secretary. The Society will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits (which is one month in the case of requests for access to information).
Data accuracy and security
The Society will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals should notify the Secretary of any significant changes to important information, such as contact details, held about them. An individual has the right to request that any out-of-date, irrelevant or inaccurate information about them is erased or corrected. The Society will take appropriate technical and organisational steps to ensure the security of personal data about individuals.
This Privacy Notice
The Society will update this Privacy Notice from time to time. Any substantial changes that affect individuals’ rights will be provided to them directly as far as is reasonably practicable.
Queries and complaints
Any comments on or complaints about this Privacy Notice should be addressed to the Secretary. If an individual believes that the Society has not complied with this Privacy Notice or acted otherwise than in accordance with data protection law, they should notify the Secretary. Individuals can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the Society before involving the regulator.
Cookies and analytics
This website does not currently use cookies or analytics. Should that change, this Privacy Notice will be amended accordingly.