Privacy Policy

Membership is extended to children (being persons under 18 years) and some processing of data relating to children is therefore required. Extra consideration is taken of the rights and risks to children in relation to data processing.

As a data controller we fully comply with the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other relevant legislation.

We are recorded on the ICO Data Protection Register under registration number Z1093095

Kent Archaeological Society
Maidstone Museum
St Faith’s Street
Maidstone
ME14 1LH

Registered Charity 1176989

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

We promise

• To be clear about why we need to collect your personal information and what we are going to use it for
• To make it easy for you to tell us how you would like us to keep in touch
• To only collect the information, we need to make sure we deliver the best service
• To never sell or share your personal information, or knowingly allow other organisations to use it for marketing
• To take good care of your personal information, and make sure it is up to date, safe and secure at all times
• To make sure that any suppliers or partners who carry out work on our behalf meet the same high standards that we adhere to when handling your personal information

Policy overview

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).

We collect personal information from our members and supporters who use our website; from visitors to our library; attendees at our conferences and participants in KAS activities; supporters who apply to become members, make a purchase or donation and from those who get in touch with us directly. We do this both electronically and in paper format.

In addition, we also collect details automatically about the pages you visit on our website. Please see our Cookies policy below for more information.

We use the information you share with us to:

• Make sure you receive the product, service or information you have requested or bought
• Carry out reasonable administration of your membership, donations, bookings, volunteering and other services
• To keep in touch with you in the way that you want us to
• To better understand our supporters so that we can personalise and improve the services we offer
• To maintain an archive in the public interest and for scientific and historical research purposes.
• Where we need to collect personal data by law, or under the conditions necessary for  providing a service to you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

For details of how we do this please see the full policy below.

We will need to make changes to this policy from time to time, to make sure that we are always providing you the latest information about what is happening to your personal information.

What information do we collect and how?

We collect personal information about you that helps us to deliver and improve our services.

This includes:

• Name and address
• Email address and telephone numbers
• Date of birth, when required
• Payment information such as credit card and bank details
• How you would like to hear from us
• Details of purchases, membership, Gift Aid Declarations, donations and gifts in your will
• Details your volunteering activity
• Enquiries and feedback
• Interaction with our social media pages
• If you have provided details for someone else, for example by buying a gift for them, we will not contact that person until they have been given the opportunity to let us know their communication preferences.
• If you have contacted us on behalf of an organisation, we will also store details of the organisation concerned.

When visiting our website, we also collect information about your IP address and the pages you visit. This helps us to understand which areas of our website are most useful to our supporters and make improvements. This does not tell us who you are and where you live until you choose to provide us with that information. Please see our Cookies policy below for more information.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How is your personal date collected?

We use different methods to collect data from and about you.

Direct interactions

You may give us your contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• apply for our products or services;
• become a member and subscribe to our service or publications;
• create an account on our website;
• approach us with a query, interest or find
• request marketing to be sent to you;
• Automated technologies or interactions. As you interact with our website, we will automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

Third parties or publicly available sources

We may receive personal data about you from third parties such as:

• analytics providers such as Google based outside the UK and EU;
• social media providers such as Facebook and Twitter based outside the UK and EU.

What do we do with your information? (processing)

We will make sure that you receive the product or service you have requested, process any payments and send you information relating to that service.

If you have joined as a Member this will include sending you confirmation of your purchase and membership materials such as membership cards, information on how to use your membership, regular magazines, handbook and email newsletters. We will also send you information about membership renewal and information relating to your Standing Order or Direct Debit payments when this has been used.

If you have made a donation, this will include thanking you for your support and will share this information with HMRC if you have completed a Gift Aid declaration.

We will process your personal information in the legitimate interests of Kent Archaeological Society for the furtherance of our charitable purposes including scientific and historical research and archiving.

We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address, we hold for you. Please do let us know if your details have changed.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Marketing and communications

Receiving information from Kent Archaeological Society will always be your choice, and you can choose how you would like to receive that information from us.

You can also change your mind at any time, and we will keep your preferences up to date.

We limit the number of marketing communications we send to make sure we are not sending you too much. The maximum you would receive is one per month, in addition to communications that are not marketing related described above.

We may at times invite you to events for fundraising, or ask you if you are able to support us further but only if appropriate and in line with this privacy policy.

We will only contact you for marketing purposes by telephone or text message (SMS) if you have told us we can.

We will only contact you by email if you have told us you would like to hear from us this way, or to let you know about services you have previously bought. Every email will tell you how to contact us if you wish to change how we send information or to cease sending information.