Privacy Policy

Purpose of policy

This policy describes how The Worshipful Company of Scriveners (the “Company’, ‘it’) collects and processes the personal data it receives in the course of, and associated with, its activities as a livery company based in the City of London. It acts as a data controller in respect of this personal data.

The Company is independent from The Scriveners' Company Sexcentenary Charity CIO (the “Sexcentenary Charity”). The Company  provides  Sexcentenary Charity with support services, including in relation to the protection of personal data. This policy relates to the Company only.

Personal information collected by the Company will be handled lawfully and in accordance with current data protection legislation and regulation.

Personal data relating to members and employees of the Company will be held and processed solely for the purposes of their relationship with the Company. No such data will be shared with any third parties unless there is a legal duty to do so, or there is a legitimate interest in doing so, or the subject has given its consent.

 

Personal information is collected when someone i) applies to become a Freeman or Liveryman of the Company, ii) when someone applies to attend events organised by the Company, and iii) when someone makes a donation to the Company.

The Company may change the terms of this policy from time to time. This version is dated 14 April 2025.

Privacy Contact

The Company has appointed a Privacy Contact to deal with questions relating to this policy who can be contacted at: clerk@scriveners.org.uk

The data collected by the Company

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

The Company may collect, use, store and transfer different kinds of personal data about you as follows:

·         Identity Data: includes, in relation to you or a family member, first name, maiden name, last name, username or similar identifier; title; date of birth; gender;

·         Contact Data: includes home or business address and billing address (if different), email address and telephone numbers;

·         Employer and professional status.

 

How is your personal data collected?

You may give the Company your personal data by filling in forms or by corresponding with the Company by post, phone, email or otherwise.

Other data controllers may also provide your personal data to the Company.

How the Company uses your personal data

The Company will only use your personal data where the law allows it to, including as follows:

·         Your personal data is used by us for the following purposes: a) to manage membership records, b) to maintain our accounts, c) for information provided to members of a general nature, including events and activities, d) the management of employees, and e) minutes of meetings or interviews where your name or other relevant information may be included.

·         We will only retain data for so long as is necessary. 

·         Financial information and accounting material will be held for seven years. For so long as you are a member or employee of the Company, we will hold personal information about you provided that it is with your consent, and your name and information about any position or role you have held within the Company may be  kept by us as part of our record keeping. 

·         We process personal data, including sensitive personal data, relating to members and employees and those applying for membership or employment, and if necessary this may be processed without express consent. The collection and processing of data arises from a)  duties and responsibilities  relating to a contract of employment, b) other responsibilities including, but not limited to: payroll, bank account, postal address, sick pay; leave, maternity pay, pension and emergency contacts, c) statutory responsibilities imposed by law on an employer,  including but not limited to: tax, national insurance, statutory sick pay, statutory maternity pay, family leave, work permits, equal opportunities monitoring, and e) the processing of data relating to recruitment and employment, training and development, absence, disciplinary matters, including e-mail addresses and telephone numbers.

·         The Company may process your personal data without your knowledge or consent where this is required or permitted by law; and

·         To fulfil its legal and regulatory obligations.

 

Disclosure of your personal data

The Company does not sell, distribute or otherwise make personal data commercially available to any party, except as described in this policy or with your prior permission. The Company may have to share your personal data with:

·         The Sexcentenary Charity;

·         The Company’s auditors or independent examiners, insurers or a competent governmental or regulatory body; and

·         Other third-party service providers (if any).

 

Protection of your personal data

The Company takes the security of the personal data it holds seriously. Procedures are in place to safeguard it from loss, misuse and improper disclosure. The Company also has procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where it is legally required to do so.

The Company and any other third party service providers are required to take appropriate security measures to protect your personal information.

To the extent that the processing of personal data involves the transfer of such data to a territory that does not provide an adequate level of protection, the Company shall implement appropriate safeguards in accordance with applicable data protection legislation.

 

For how long will the Company use your personal data?

The Company will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, regulatory or reporting requirements. To determine the appropriate retention period for personal data, the Company considers:

·         The amount, nature, and sensitivity of the data;

·         The potential risk of harm from unauthorised use or disclosure of the data;

·         The purposes for which the Company processes the data; and

·         The applicable legal requirements.

Your legal rights

The Company assumes responsibility for keeping an accurate record of personal data once you have submitted the information to the Company. Please inform the Company of any changes to that information. You are entitled to:

·         Request access to your personal data that the Company holds;

·         Request the correction or erasure of your personal data that the Company holds;

·         Object to the processing of your personal data that the Company holds;

·         Request a restriction of processing of your personal data that the Company holds;

·         Request the transfer of your personal data that the Company holds to you or to a third party; and

·         Withdraw consent at any time, where the Company is relying on consent to process your personal data.

To exercise any of the above rights please contact the Company’s Privacy Contact at: clerk@scriveners.org.uk These rights are not absolute and accordingly may be subject to exceptions and limitations.

The Company may need to request specific information from you to help it to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. The Company may also contact you to ask you for further information in relation to your request to assist the Company’s response. We may deny a request if it is unreasonable or unfounded or if we are unable to confirm your identity.

Use of Cookies

Cookies are small files downloaded from websites to your computing device. They help the website to recognise you and help you navigate through its pages. Cookies are used on this website to collect information when you use the website. We use this information to improve our website and its use, and for its operation, including to enable members to log in to, and use the facilities of, the members’ area. By using the website, you consent to cookies being used in accordance with these terms.

Complaints

If you are concerned about an alleged breach of privacy law or any other regulation by the Company please contact the Privacy Contact who will ensure that your complaint is investigated.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection issues.