1. Your personal data – what is it? Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. From 25 May 2018, the processing of personal data is governed by the General Data Protection Regulations (GDPR).
2. Who are we? The Lieutenancy of Scotland of the Equestrian Order of the Holy Sepulchre of Jerusalem (hereinafter referred to as “the Lieutenancy”) is the data controller. This means it decides how personal data is processed and for what purposes.
3. How do we process your personal data? The Lieutenancy complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. The Lieutenancy uses personal data for the following purposes: - to administer and maintain membership records; to administer and maintain membership and promotion applications; to promote the interests of the Lieutenancy and of the Equestrian Order of the Holy Sepulchre of Jerusalem [EOHSJ]; to maintain its own accounts and financial records; to inform members of news, events and activities of the Lieutenancy, of the EOHSJ and of the pastoral activities of the wider Catholic Church in Scotland and throughout the world.
4. What is the legal basis for processing your personal data? The GDPR states that explicit consent of the data subject is required so that the Lieutenancy can legally manage the admission, promotion, and recognition of service of its members in line with the Constitution of the EOHSJ and keep its members informed of news, events, and activities of the Lieutenancy and the wider EOHSJ.
5. Sharing your personal data Personal data will be treated as strictly confidential. Save as indicated below the Lieutenancy will never share personal data with third parties without your consent. Nevertheless, in accordance with the Constitution of EOHSJ concerning admissions, promotions, awards, and distinctions certain items of your personal data will be sent to the relevant clerical authorities and the Grand Magisterium [GM] of EOHSJ in the Vatican City. Furthermore, to enable communication between members, your contact details will be included in a Directory confidential to members only, although in order to facilitate relations between the neighbouring Lieutenancies of EOHSJ within the countries of Great Britain and Ireland each Lieutenancy will exchange a copy of their Directory with each other but not circulate them to members at large. In addition, for publicity, promotional, or recruitment purposes the Lieutenancy may identify you in a photograph which is passed to a third party for publication. You will have been informed of these exceptions at the appropriate time.
6. How long do we keep your personal data? The Lieutenancy will keep personal data for as long as you remain a member of the Order. For historical and archives purposes only, certain information will be held indefinitely. You have agreed to that in your data consent form sent to the Secretary of the Scottish Lieutenancy.
7. Your rights and your personal data. Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: - the right to request a copy of the personal data which the Lieutenancy holds about you; the right to request that the Lieutenancy correct any personal data if it is found to be inaccurate or out of date; the right to request your personal data is erased where it is no longer necessary for the Lieutenancy to retain such data; the right to withdraw your consent to the processing at any time; the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; the right to lodge a complaint with the Information Commissioner’s Office.
8. Further processing If the Lieutenancy wishes to use members’ personal data for a new purpose, not covered by this Data Privacy Notice, then prior to commencing the processing the Lieutenancy will provide members with a new notice explaining this new use and setting out the relevant purposes and processing conditions. It will obtain your permission to use your data for the said new purpose.
9. Contact Details To exercise all relevant rights, queries or complaints, in the first instance please contact the current Secretary of the Lieutenancy at firstname.lastname@example.org or at 4 Culloden Place, Dean Castle Estate, Kilmarnock, KA3 7UG. You can contact the Information Commissioner’s Scottish Office on 0303 123 1115 or via email Scotland@ico.org.uk or at the Information Commissioner's Office Scotland, 45 Melville Street, Edinburgh, EH3 7HL.