What data do we hold and why?
What data do we share? We never sell data and we do not share your personal information with external parties without your explicit permission. Where we do share your information, it will be in the form of: A mailing list to our printer who distributes the hard copies of the Journal. A delegate list for a meeting (only if you have indicated that you wish to be included). Your name, organisation and social media handle on a badge at an event (should you choose to provide information for that purpose).
How do we keep data and for how long? Members of the Costume Society executive committee and our webmaster manage and have access to your information, in order to undertake their duties. We hold paper archives, including some historic lists of the names of past members, which are securely stored and managed by our Archivist. Obsolete paper material is securely disposed of. We keep your digitised information in a secure database for as long as it is relevant, namely: To manage your membership – we normally keep this information for the duration of your current membership (one year) plus an administration period of up to two years, in which we may contact you with reminders about lapsed memberships. In exceptional cases, we may retain your information for up to six years, under the statute of limitations, in order to manage unresolved financial matters. Until all of the administration associated with an event has been completed, which we would expect should be no more than one year, but which may extend to six years, under the statute of limitations, in order to manage unresolved financial matters.
Note: Should you wish to have your details removed from any of our databases before this period has elapsed for any reason, please contact our Membership Secretary (firstname.lastname@example.org). Any personal data you enter on our website is stored on a secure server and transmitted only over secure (HTTPS) connections. If you require any further information about the way that our website stores and uses data, please contact our webmaster.
We do not collect search terms at all and do not collect IP addresses (‘your server address’) for statistical purposes. This is personally identifiable information which is now only stored temporarily for server administration and security reasons. External platforms We encourage you to take advantage of our digital communications mechanisms (Twitter, Facebook, and the e-newsletter) to keep informed about matters of interest. Signing up to these platforms is your decision and each platform has its own policies independent of the Costume Society. Our website has external links and we are not responsible for the privacy policies or practices of third party websites. We advise you to read any third-party policies and terms carefully. Your rights
You have the right to: Request a copy of the information we hold about you (this is a Subject Access Request) and to have any inaccuracies corrected. Request deletion of your personal information. Request that we restrict our processing of your personal information. Object to our processing of your personal information.
If you should wish to exercise any of these rights, please contact our Membership Secretary (email@example.com) with your request and proof of your identity (scan or post of copy passport and official correspondence with your address) and you will receive a response within 30 calendar days of your identity being verified. If you feel that the Costume Society is not handling your data in a satisfactory manner you also have a right to object to the ICO (Information Commissioners Office). The Costume Society is a registered charity (No.262401) run by volunteers appointed from it's membership Tracking, cookies and personal data
All personal data is collected and stored in line with the General Data Protection Regulations 2018.
This data will be used for:
- Completion and support of the current activity.
- Web site and system administration.
- Research and development.
This data is collected from all web users. Web access logs are used for statistical purposes only (eg to measure the use/performance of the site) except in the event of a security breach when they could be used for the purpose of tracing the breach.
Any personal information that you provide to us will only be used for the purpose stated at the time we request it. This information will not be disclosed to a third party except where authorised by you or as otherwise permitted by the General Data Protection Regulations.
Cookies are a technology which can be used to provide you with tailored information from a web site; they can facilitate communication and interaction with the site; they allow site owners to measure visitor activity. You can reject or delete cookies using the settings in your web browser.
Our site uses the following cookies:
exp_tracker: this cookie temporarily keeps track of the last 5 pages you visited on our site. This information allows our site to redirect you to the page you were on before activities such as sending us an email through the contact form. It is a ‘session’ cookie, meaning it expires as soon as you close your browser.
exp_last_visit and exp_last_activity: these cookies store the date and time respectively of your last activity on our site. These are ‘persistent’ cookies, which do not automatically expire when you close your browser. (They last for a year.)
If you are logged in as a member, the following cookies are also used:
exp_expiration and exp_anon: Expire after 1 year. Determines whether the user’s username is displayed in the list of currently logged in members.
exp_remember: Expires after 2 weeks. Determines whether a user is automatically logged in upon visiting the site.
Our site also uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets cookies in order to evaluate your use of our site and to compile reports for us on visitor activity.
Google stores the information they collect on servers in the United States. They may also transfer this information to third parties where required to do so by law, or where such third parties process the information on their behalf. By accepting cookies, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
Our site uses sharing buttons provided by AddThis, who set cookies and web beacons, and collect non-personally identifiable information automatically for analytics purposes, and who also use some of this information for online ad targeting.
AddThis stores the information they collect on servers in the United States. They may also transfer this information to third parties where required to do so by law, or where such third parties process the information on their behalf. By accepting cookies, you consent to the processing of data about you by AddThis in the manner and for the purposes set out above.
E-mail enquiry form
We collect the following information:
- Contact information
- Details of your enquiry
In all cases this information will only be used for the stated purpose for which it was provided. No information is given or sold to any third party.
If you have any concerns regarding the data we hold about you, please contact us at the address below.