Privacy Policy

Introduction

Our commitment to you is that we will respect any personal data you share with us, or that we get from other organisations, and keep it safe.  We aim to be clear when we collect your data and not do anything that you would not reasonably expect.  We only ask for information that will inform our engagement with you personally.

Who we are

Society of Saint Gregory is a registered charity (no. 1103280) in England and Wales. Its purpose is to promote study of, and understanding and good practice in, the celebration of the liturgy, in accordance with the teaching of the Roman Catholic Church.

In this privacy policy the “Society”, “SSG”, and “we” refers to the Society of Saint Gregory.

The data we collect

From you

We collect some or all of the following information from members, customers, visitors, service users and enquirers in order to provide the service, goods or information requested, and to gather feedback: name, address, telephone number and email address.  We collect and process the details of donors to administer donations.  We collect and process photographs of participants taken at Society events.

From third parties

Personal data may be supplied to us by individuals or organisations applying for membership on your behalf.  We will inform you when this happens, when we contact you for service purposes.

Public Information

We may collect personal information from public sources so we can contact you with the most relevant information.  If we retain any information not provided by you, we will record the source it originates from and whether it was publicly accessible.

What we use the data for

Article 6 of the General Data Protection Regulation (GDPR) states that we must have a lawful basis for processing your data.

We may use your information to:

  • Provide you with the member services you have subscribed to, products you have purchased, activities you have volunteered for, events you have signed up to or information you have requested. The legal basis on which we process your personal data is our legitimate interest in providing you with a good service.
  • Administer your financial transactions with us, including any subscriptions, payments, donations and processing any related gift aid. The legal basis on which we process your personal data is our legitimate interest, as above.
  • Keep a record of our relationship with you and to help us better inform our services to you in the future. The legal basis on which we process your personal data is our legitimate interest, as above.
  • Contact you to see if we can help, in the event you enter your details on one of our online forms but do not complete the submission or transaction. The legal basis on which we process your process your personal data is our legitimate interest, as above.
  • Provide news and information about the Society that we feel may be of interest to you, such as research, education and fundraising, and about our other events, products and services. The legal basis on which we process your personal data is our legitimate interest, as above.
  • Welcome new members of the Society (by name and town) in our journal publication Music and Liturgy. The legal basis on which we process your personal data is by consent.

How we keep your data secure and who processes your data

The charity is a data controller and will perform the processes above.  We ensure data is stored securely and adhere to all the data regulations required by law.

We will not share personal data with others for marketing purposes, but may occasionally outsource functions when we do not have the in-house capacity required, such as (without limitation) the use of a mailing house for mailings or analytical services that enable us to manage our communications with members and non-members more effectively. We may also need to disclose information if so required by law. In such cases we will only use reputable and well vetted firms and have contracts and processes in place that ensure the safe and confidential processing of personal data at all times, including on the rare occasions that data is transferred outside the EU or EEA.

We currently use third party suppliers to process your data on our behalf to deliver postal mailings of our journal.  We only provide them with the data needed to deliver the specific service.

Our communications with you

There are many ways for you to engage with us and the communications you receive from us will be tailored to the nature of that engagement.

By joining Society of Saint Gregory as a member, you will receive from us some or all of the following communications and services: Music and Liturgy journal via post, Membership renewal communications by post or email, Event information via post, email and our website, Local contact communications and Keeping In Touch emails.

We may also contact you, in addition to the above, with relevant and timely communications on the work our charity is doing.

Otherwise, for anyone else, we will only contact you in response to your engagement with us, or by post where we believe we have a legitimate interest in doing so, or by electronic mean if you have given us consent to do so. We will ask for your consent every five years.

Data Retention

We will keep your personal information for a period of three years after your membership ends or you cease engaging with us. We may retain your personal data for longer where such retention is necessary for compliance with a legal obligation, such as Gift Aid.

Visitors to our website and how we use cookies

When someone visits www.ssg.org.uk we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site, to compile statistical reports on website activity and to personalise our visitors’ experiences of using the site.

Cookies are text files placed on your computer to collect this information. You can set your browser not to accept cookies and remove cookies from your browser. However in a few cases some of our website features may not function as a result. You can read more about how we use cookies and how to disable cookies on our cookie policy page.

If we do want to collect personally identifiable information through our website, we will say so explicitly. We will make it clear when we collect personal information and will explain what we intend to do with it.

This privacy policy does not cover the links within this site linking to third party websites. We encourage you to read the privacy statements on the other websites you visit.

Access to personal information and corrections

We strive at all times to ensure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate by contacting us as detailed below,

You have a right to ask us to restrict or stop processing your personal data and if it is not necessary for the purpose you provided it to us for (e.g. administering your membership, event attendance or processing your donation) we will do so.  Contact us as detailed below.  At your request, we will erase any data we hold unless it is required for legal or financial reasons if you no longer wish for us to hold or process your data.

When people subscribe to our services (but not membership) or give consent to receiving news and information from us, they can cancel that subscription or withdraw their consent to being contacted at any time and are given an easy way of doing this. If you wish to opt out of receiving information from us or to unsubscribe from a service, contact us as detailed below.

You have the right to request a copy of information that we hold about you. If you would like a copy of some or all of your information you may make a request by writing to our Society Membership Secretary. We will supply the information as requested within one month of receipt or advise you if we are unable to comply for any reason.

Complaints and enquiries

The Society tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. Complaints and enquiries about our data protection processes should be directed to the Society Membership Secretary (see below).

Changes to this privacy policy

We keep our privacy policy under regular review. You are advised to visit this page periodically in order to keep up to date with any changes. This privacy policy was last updated on 24 May 2018.

How to contact us

If you wish to contact us about any matters relating to your personal information or this privacy policy, then please direct your request to the Society Membership Secretary by email at membership@ssg.org.uk, in writing at the address: Society of Saint Gregory Membership Secretary, 38 Robert Road, Exhall, Coventry, Warwickshire CV7 9GU or by submitting a form on our Contact Us page.  Please ensure that you state your full name and address so that we may locate your record in our database.

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