Who we are
The Japan Society of Scotland is a not-for-profit organisation (with registered number SC037309). The Japan Society of Scotland (“we”, “our” or “us”) are committed to protecting your privacy.
We are the controller of personal data obtained via our website and membership application process, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (“UK GDPR”).
- Personal information we collect about you
- Why we collect personal information about you and how we use that information
- The limited conditions under which we may share this information with others
- Your right to access or amend your personal data
- Our website terms and conditions
- Cookies policy
- Sending your data to other countries
- How long we keep your personal information
- How to contact us or to make a complaint to the relevant regulator
What this policy applies to
Personal data we collect about you
We collect information about you when you become a member, make a donation, sign up to our mailing lists, register for events, interact with our social media, and through cookies when you use our website. This information is provided by you by email, various forms on the website, over the telephone, face-to-face or by postal mail. Specifically, this may include your name, age, gender, position, postal address, age, contact number, email address, names of family members (if applicable), and gift aid information. In the case of corporate members, this may also include names of the CEO, main contact person and other key staff and their email addresses.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason to do so – e.g.
- Where you have given consent;
- To comply with our legal and regulatory obligations; or
- For our legitimate interests or those of a third party.
We collect information about you when we have judged that there is a legitimate interest for us to do so, i.e. to provide our services and, if you agree, to send you information about our past and upcoming events and activities that we think may be of interest to you, to register you for our events, to contact you if we need to obtain additional information, to keep our records up-to-date, and for educational purposes. Furthermore, from time to time, we may use your information to contact you for conducting surveys to better tailor our services to your interests (provided you have not exercised your right to opt out of such communications).
The limited conditions under which we may disclose your data to others
The Japan Society does not engage in reciprocal mailings. We may disclose/share your data with our service providers who are carrying out work for us on your behalf such as delivering postal mail, sending emails, and processing payments. These service providers are contractually obligated to act on our instructions and in accordance with applicable laws, including the UK GDPR.
We will always treat your personal data with the utmost respect and will never sell to or share it with other organisations for marketing purposes.
We are committed to ensuring that your personal information is kept safe. With this in mind, we have put into place appropriate physical, electronic and other procedures to safeguard the information we collect. To this end, our office holders are aware of their information security obligations and the need to protect your personal data. Access to your personal data is limited to those who genuinely need to access it.
We also have procedures in place to deal with any suspected data security breach. We will notify you and the applicable regulator of a suspected data security breach where we are legally required to do so.
Access to your information and amending your information
You have a right to get a copy of the information we hold about you, under your ‘data subject access request’ rights under the UK GDPR. Please email [INSERT FULL EMAIL ADDRESS] or write to us at Japan Society of Scotland, 27 Murrayfield Gardens, Edinburgh, EH12 6DG Scotland. We will respond to your request in line with our obligations under the UK GDPR. Please note that, subject to the scope of your request, we may charge a small administrative fee for this information/service.
We wish to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. Although we may retain basic information about you to avoid sending you unwanted mailings in the future and to avoid duplication of information. You also have the ‘right to be forgotten’, in which case all your data will be removed from our systems.
Our website terms and conditions
Please refer to our website terms and conditions.
Cookies are text files, used by your computer’s browser, that store visitor session data. Cookies, by themselves do not identify the individual user nor do they harm your system. If you want to know more about cookies please go to http://www.allaboutcookies.org, which explains how cookies work and how you can disable them.
Sending your data to other countries
The EEA, UK and other countries outside the EEA and the UK have differing data protection laws, some of which may provide lower levels of protection for privacy.
It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. An example of this would be for the purposes of establishing a partnership with an institution in Japan or transferring your membership to an organisation we have reciprocal membership agreements with. In those cases, we will comply with the applicable UK and EEA laws designed to ensure the privacy of your personal data.
How long we keep your personal data for
We will only hold data as long as The Japan Society of Scotland requires such data for our legitimate interest purposes. This applies to all data, including members, donors, volunteers and any other information we hold on individuals.
You may contact us at any time to request that we delete your personal data from our records.
How to contact us
By email: [INSERT EMAIL ADDRESSES] By post: Japan Society of Scotland, 27 Murrayfield Gardens, Edinburgh. EH12 6DG Scotland
How to complain
If you have any queries or concerns about our use of your personal data, please contact us directly. We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the UK Information Commissioner. The Information Commissioner’s Office may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone at 0303 123 1113.