Data Protection Notice (GDPR)
The Scottish Women’s Convention (SWC) is a non?profit membership organisation. We collect and store personal data for the purpose of communicating with our newsletter subscribers, and event attendees on issues affecting women in Scotland. This includes distributing quarterly newsletters, annual reports, event notifications, and published research or consultation responses.
What information we collect
The only information we hold about any individual or organisation is that provided through our newsletter subscription or membership form:
- Name
- Address
- Email address
- Point of contact for organisations
We also contact public representatives and public bodies, such as the Scottish Government and Local Authorities, using publicly available contact details.
How we use your data
Personal data is used solely for:
- Communicating with subscribers
- Sending newsletters, reports, and event information
- Distributing papers for SWC conferences or one?off events
Completed registration forms for conferences or similar events will be used only for the distribution of relevant papers. After the event, these forms will be securely destroyed and all associated data deleted from our systems.
Consent and retention
Women completing a subscription form will be asked to provide explicit consent for the retention of their data. Data will be held:
- For the duration of their subscription, and
- For no more than six months following non?renewal, or
- Deleted earlier upon request
Your rights
Subscribers have the right to:
- Access the personal data we hold
- Request corrections
- Request removal of their data
These requests can be made by contacting the SWC Administrator. Please note that deletion or withholding of personal information may limit the level of service and access to membership benefits.
Photographs and images
Where individuals may be identifiable in photographs intended for publication (other than in exclusively private areas), informed consent will be obtained before use.
Data from other sources
In the unlikely event that the SWC obtains personal data from a third party, we will contact the individuals concerned within one month to seek their consent.
Data security
All personal data is securely stored and password?protected. Access is restricted to the SWC Administrator. All electronic communications to members are blind?copied to prevent disclosure of other members’ details.
Review and availability
This policy is reviewed annually by the SWC Board and additionally as required. A statement of the SWC’s Data Protection Policy is available on request and published on our website.
