On 25 May 2018, the General Data Protection Regulation (EU Regulation 2016/679) came into force. The Regulation confers upon organisations the obligation to be explicit about retention of personal information. Under normal circumstances the Regulation prohibits organisations from holding and using individuals’ personal information without their explicit and freely given consent. However, the relationship between the Society of Solicitors in the Supreme Courts of Scotland, hereafter referred to as SSC Society, and its membership is that of a contract; members pay a subscription fee and receive membership services.
Purchasing membership automatically provides consent for the SSC Society to hold personal membership information. The SSC Society cannot operate without retaining personal membership information.
What follows is a general breakdown of a member’s rights, how we gather information, and what we do with it.
Individual Rights Under the General Data Protection Regulation (GDPR)
The GDPR confirms the following rights for individuals:
1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right not to be subject to automated decision making, including profiling
The SSC Society and Personal Information of Members
The SSC Society collects and stores personal information regarding members. For the purposes of this Regulation, “Members” includes (a) those individuals who have current paid-up membership; (b) individuals who have previously been members of the SSC Society in the last ten years. “Personal information” means the member’s name, address, any additional addresses, any e-mail addresses, any telephone numbers, the type of membership held, any degree information supplied by the member, and business address or information provided by the member.
Collection of Information
Personal information is collected through completed membership forms or through provision of the same information in an equivalent form, or communicated verbally to members of the SSC Society committee or staff (for example at SSC Society events), and/or through any additional correspondence between individual members and the SSC Society committee members or staff.
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Storage of Information
Members’ personal information is held and stored by the SSC Society staff members. Some information may be held by other committee or staff members of the SSC Society when it is relevant to the execution of Society duties. Copies of correspondence, including e-mails, may also be retained. Committee and staff members may also share correspondence when the duties of their office or position so dictates.
Use of Information
The personal information of members of the SSC Society will be used to (a) maintain the integrity of the membership list; (b) inform members of upcoming events and to make announcements concerning other activities of direct relevance to members; (c) make other notifications to members where the committee or staff of the SSC Society deem it necessary, either in the interests of individual members or the well-being of the SSC Society as an organisation; (d) maintain accurate records relating to the financial and other activities of the SSC Society.
Communication with Members
Communication with members will normally be by e-mail address, where an e-mail has been provided, or by postal address where not. Requests for communication by channels other than e-mail will be honoured wherever reasonably practicable.
Member Control of Personal Information
Members have the right to ask at any time for a copy to be provided to them of the personal information that the SSC Society holds on them. Members also have a right to correct this information. Staff will comply with any member request for rectification or deletion of personal data of this kind within one calendar month. Additionally, staff will comply with any member request for access to personal data of this kind within one calendar month.
Protection of Information from Third Parties
The SSC Society will not share members’ personal data with third parties except (a) if HMRC makes a request for information that is directly relevant to the prudent exercise of that role and office; (b) a list of delegates attending an event is requested by the staff of an institution or venue hosting that is made on security or safety grounds; (c) in the event of the SSC Society being in receipt of a court order or warrant to cooperate with an official investigation by the Police or a like body.
Questions and Complaints
Complaints or queries about data handling or breaches of privacy should be directed in the first instance to the Secretary of the SSC Society.
This forum is solely intended for SSC Society members. Debates and discussions with SSC Society, staff, committee members and other members is acceptable. However, we will not tolerate the following:
Posts (including, replies, text, images, videos, user names and/or any other content published in the SSC Society Forum. Hereby: "posts") that are insulting and provocative by nature.
Personal attacks, name calling and discriminatory remarks.
Making unfounded allegations (slander).
Posts contesting the SSC Society’s policies.
Publicly lobbying against the SSC Society’s actions and policies.
Duplicate tickets and multiple or repeated posts.
Posts that are sexual in nature, discriminatory, harmful, threatening, abusive, defamatory, obscene, hateful, racially or ethnically offensive.
Posts that contain sexually explicit remarks or excessive obscene or vulgar language.
Posts which discuss or illustrate illegal activity such as software and music piracy or other intellectual property violations.
Links to sites that contain any of the aforementioned (2.1 – 2.10).
The SSC Society reserves the right to take any actions we deem appropriate to ensure the forums are not disrupted or abused in any way.
Advertising and Solicitation
Advertising on the forum is not permitted. This includes affiliate and referral links; advertisements or notices for competitions; promotion or solicitation for any products, services, funds or donations. This rule applies to all messaging or commenting tools offered by the forum.
We have a zero tolerance anti-spam policy. Spammers' forum access will be revoked and all their posts (including legitimate posts) will be removed. Our decision on these matters is final.
All posts and user submissions reflect the views of individual participants only. The SSC Society bears no responsibility for accuracy of members' comments and posts and will bear no legal liability for discussion results.