Clan Hunter (“the Clan”) is committed to safeguarding the privacy of our members and supporters while providing the highest possible quality of service. Under the terms of Data Protection legislation, we are required to explain to you how we will treat any personal data which we collect from you.
Who We Are
References to we, us and our are to Clan Hunter. References to our website or the website are to www.clanhunterscotland.com.
References to the Association are to the Clan Hunter Association in Scotland.
Data Controller: the nominated representative for Clan Hunter is Madam Pauline Hunter of Hunterston who may be contacted at email@example.com
Why We Hold Data
Clan Hunter must collect and process personal data to provide its services, for example:
- details of people who join as members of the Association
- details of people who book as tour visitors
- details of people who buy from the online shop
- details of people who buy tickets for Clan Hunter events
The personal data is held so we can
- contact members about the Association’s news, events and their membership
- contact event and tour attendees with information about the event or tour they are attending
- enforce membership rules of the Association
Clan Hunter also holds personal data on trustees, volunteers, service suppliers and other professional business contacts in order to manage the organisation and its activities.
We want to be clear with you about what we hold and how we use it.
Complying with legislation
Clan Hunter will always comply with data protection legislation, so the data held about you must be:
- kept securely
- used lawfully, fairly and in a transparent way
- collected only for the purposes we have clearly explained to you and not used in any way incompatible with that purpose
- relevant to the purposes we have told you about and limited to those purposes
- accurate and kept up to date
- kept only as long as necessary for the purposes we have told you about
Your rights and how to exercise them
Under the Data Protection Act 2018 (DPA 2018, incorporating the General Data Protection Regulation, GDPR), you have several rights with respect to the data held by Clan Hunter:
- right to access
- restriction of processing
- objection to processing
- data portability
- the right to withdraw consent
- the right to lodge a complaint with a supervisory authority
If you wish to exercise any of these rights, please contact firstname.lastname@example.org.
The basis for holding your data
For Clan Hunter, there are three lawful bases on which we hold personal data:
- contract: where we need the information to provide a service, e.g. the benefits of membership of the Association or your attendance on a tour. A person can request deletion but that will cancel the contract e.g. membership.
- consent: where the person explicitly consents to us using their information (e.g. to send newsletters). If consent is withdrawn, the information must be deleted.
- legitimate interest: where we need to retain the information even if the person requests deletion of their information. For example, where we bar a person from being a member or – for trustees – to retain their record of service.
The categories of data we hold and the lawful bases for holding and processing it are:
Lawful basis for processing
Membership – mandatory
To manage a person’s membership of the Association, including communication about that membership
Membership – barred
To manage Clan Hunter policy regarding barred people
Event/tour management – mandatory
To manage attendance at the event or tour
Event/tour management – optional
To include in a delegate list if provided
To manage purchases through our online shop
Newsletter mailing list
To communicate news to newsletter subscribers
To support trustee & volunteer communications
To support Clan Hunter governance and retain history of trustees
To support the operation of Clan Hunter, including by systems
Other professional contacts
To support the operation of Clan Hunter
How we use your information
Personal data is collected by Clan Hunter to provide the following services:
- membership services (for members of the Association)
- event/tour management (for event/tour attendees)
- communications (for mailing list subscribers)
It is also collected for:
- organisation management (for members of the Association, attendees, trustees, suppliers and volunteers)
The personal data collected is as follows:
Information about members
We hold your name, email address and country as mandatory information. Other details are held by consent where provided. Our purpose is to encourage engagement with your local national Clan Hunter Association, encourage visits to Hunterston Castle and Clan Hunter events, and to collect Hunter genealogy.
To join the Association, you must provide the mandatory information requested for us to manage and provide the benefits of your membership, including emails regarding your membership – this is processed on the basis of “contract”.
Your email address will also be used to send you newsletters, event announcements and other emails. These communications are not part of your contract with us and are processed on the basis of “consent”. You may unsubscribe from these emails at any time without deleting your email address from your membership record.
Additional optional information provided by you is given solely for the purposes stated and is processed on the basis of “consent”. You may request that optional information you have supplied is deleted. However, if you request that mandatory information is deleted, Clan Hunter will have to terminate your membership. Refunds will be subject to Clan Hunter refund policy.
If your membership lapses, all optional data provided will be deleted after one year. Mandatory data will be deleted after two years.
Information about events
For events booked through our website: we hold your name, email address and dietary requirements where appropriate to the event; this is processed on the basis of “contract”. You may also provide your country of residence, processed on the basis of “consent”.
The information provided will be used to manage your attendance at the event, including:
- a) preparing a delegate list,
- b) ordering your meal (where appropriate), and
- c) sending you an anonymous post-event feedback form.
The information you provide will be held for one year after the event.
Information about customers
We hold your name, address, email address and purchases as mandatory information. The information will be used to fulfil purchases made on our website. Optionally, you may also subscribe to our mailing list (see below).
The information you provide will be held for one year after the purchase.
Information about payments
Payments are collected and processed by PayPal. Information already provided to Clan Hunter, e.g. your email address, may be pre-populated in the PayPal form and may be updated by you before submitting your form. No payment details are seen by Clan Hunter, nor are they retained. This information is processed on the basis of “contract”.
A record of your payments is retained by Clan Hunter for 1 year after the event for financial reporting and in case of queries, debts or refund requests and then deleted.
Information about mailing list subscribers
We hold your email address, processed on the basis of “consent”.
This will be used to send you Clan Hunter newsletters, event announcements and other emails. By providing your email address, you are giving your consent to receiving these emails. You may unsubscribe at any time by clicking the “Unsubscribe” link at the foot of a Clan Hunter email and your email address will be deleted immediately.
Information about trustees and volunteers
If you volunteer with Clan Hunter, we hold your name, email address, term(s) of service, role and, optionally, other contact details.
For trustees: Your contact information is held to allow communication relating to your service on the committee. Your name and email address are required to serve on the board of trustees; this information is held on the basis of contract. Your photo and affiliation may be published on Clan Hunter websites for the benefit of members. If provided, this and optional contact information is held on the basis of “consent”. The information you provide is held for the duration of your service and is then deleted.
Your record of service as a trustee is held in perpetuity to maintain a history of Clan Hunter; it is held on the basis of “legitimate interests”.
For volunteers: Your contact information is held to allow communication relating to your voluntary service. Your name and email address are required to volunteer; this information is held on the basis of contract. You may also provide additional contact information; this is held on the basis of “consent”. The information you provide is held for the duration of your service and is then deleted.
Information about suppliers
We hold contact and contract information for suppliers on the basis of “contract”. It is held for the duration of the contract and then for 1 year after the contract ends for financial reporting and in case of queries, debts or refund requests.
Where a supplier has access to personal information held by us, they will be treated as a Data Processor and must undertake to abide by this policy as part of their contract with us.
Who has access to your data
Personal data collected by Clan Hunter is processed by the following systems and organisations, who act as data processors on our behalf:
- our administrators
- mailing system & contact database, Mailchimp – may be accessed by Clan Hunter administrators and Clan Hunter webmaster
- our payment gateway, PayPal – accessed by Clan Hunter administrators, Clan Hunter treasurers and Clan Hunter webmaster
- our document storage system, provided by a secure network drive & Google Drive – accessed by trustees, Clan Hunter administrators and Clan Hunter webmaster
- the survey tool, SurveyMonkey – accessed by Clan Hunter administrators and Clan Hunter webmaster
- the booking system, hosted by WordPress – accessed by Clan Hunter administrators and Clan Hunter webmaster
- website analytics, Google Analytics – by Clan Hunter administrators and Clan Hunter webmaster
- our shopping system, WooCommerce – accessed by Clan Hunter administrators and Clan Hunter webmaster
All suppliers acting as data processors for Clan Hunter have committed contractually to abide by DPA 2018, including rights of access and deletion, security and confidentiality. You can find links to the data protection regimes below.
All committee members and volunteers have recorded their commitment to abide by DPA 2018.
We don’t share your data with anyone else, except when required to by law.
Where your data is held
Clan Hunter is based in Scotland but makes use of cloud-based systems provided by a range of suppliers based in a variety of countries. As a result, your personal information may be transferred outside the UK or European Economic Area.
All our systems suppliers have published their own data protection policies in order to comply with DPA 2018:
In the event of a data breach
If we find out that the personal data we hold has been breached, or altered or deleted without authorisation, we will inform the Information Commissioner’s Office (ICO) as required under DPA 2018. We will also inform those affected. Notification to the ICO is not required if the data concerned is already public or if the breach does not pose a significant risk to the individuals
- your IP Address: this is a string of numbers unique to your computer that is recorded by our web server when you request any page or component on the website. This information is used solely to record usage of the website and to create site statistics for analysis of the website.
- data recorded by the website to manage event bookings, the shopping cart and to allow you to buy from the website (including event bookings and membership).
Login data is recorded locally on your computer using cookies – these do not persist beyond the end of your browsing session.
Most browsers can be programmed to reject cookies or warn you before downloading cookies – information regarding this may be found in your browser’s help facility. For more information on cookies, please visit www.allaboutcookies.org.
This policy was published on 20th February 2020.
Join the Clan Hunter Email List
Please enter your details to keep up-to-date with community events
You will find us off the A78 just north of West Kilbride. Look for our driveway marked by stone pillars and "Hunterston Estate"
Hunterston KA23 9QG
Telephone: 07980 209060
*This number is not continuously manned, so please do leave us a message.
OPENING TIMES AND ACCESS
Acccess to Hunterston Castle is strictly by appointment. Note that as a historic monument, wheel chair access is limited. More visitor information is available on our visitors page . Please email us to arrange a visit.