(let’s be reasonable adults)
At the Academy of Historical Arts, we believe that personal information should remain confidential, should only be collected for appropriate purposes, and should be processed only for these purposes and nothing else. We will behave ourselves with your data, and you should feel safe and confident that we will not abuse it. We are ethical people.
Whenever you give us your personal details for the purpose of communication, attendance, or a financial transaction, then you give us your consent to store and process this data for the appropriate purpose and also to meet our legal obligations.
(all the small print)
DPA: Data Protection Act 2018
GDPR: General Data Protection Regulation (2018)
We: Academy of Historical Arts Ltd, company registration number SC510495, registered office address: 63 Commerce Street, Glasgow, G5 8AD, United Kingdom.
Collecting, storing, and processing your information
We take payments in cash, any any digital payment will be taken through PayPal or another secure third-party processor. If you give us your card details to make a payment over the phone, then we will put the details straight into the secure third-party processor, and will not retain any paper or digital copies of these details.
Payment details would typically include your name and email address, and your card details only if you wish to pay over the telephone; the details we will store for our records as per our legal obligations for our annual accounting records.
The information we collect
For our legal obligations for providing annual accounts to HMRC, we must record the fact that any payments have occurred, along with the value of the payment and the method by which it was made; we do not store any payment details such as card numbers, we simply record that a payment of this value was made by this person in this fashion on this date for this reason.
We collect information about attendance at our sessions and events. For our insurance (and as per our health and safety policy) we must maintain a register of who has attended (or is in the process of attending) which sessions. We may pass on this information to our insurers in the event of a claim or investigation.
We collect information about purchases through our shop. We must be able to give or send the purchased items to the individual who made the purchase, and therefore we must collect the necessary details to enable this (name, delivery address, contact information). We may pass on this information to a courier or other delivery service in order to send your order to you.
We collect contact details about anyone who has expressed interest in our shop, our activities, or in any other fashion about our company. If you email us through the website, for example, then we will keep a note of your details, so that we can contact you at a later date with relevant information or updates.
Social media, apps, and third party services
Using the information we collect
We use the information that we collect to be able to deliver the goods and services that you purchase, to fulfil our end of these transactions. We also use your details to be able to respond to your enquiries and to be able to keep you up to date with news and information about what we are doing.
Storing the information we collect
We collect information securely through the website, although we may use paper forms from time to time. Any information collected on paper will be destroyed as soon as the information is digitised.
Any information we collect will be stored in our secure cloud services (typically Google Drive and/or Dropbox), to which only relevant employees in our company will have access.
Memberships: we will store your data for the duration of your membership with us, and for 7 years afterwards, at which point the data will be destroyed.
Transactions: we will store your data for 7 years, as per our legal obligations, at which point the data will be destroyed.
By attending any of our sessions, you give your consent to be filmed or have your photograph taken. Furthermore, you give your consent for us to use these items of media for any reasonable purpose, including advertising our organisation or promoting our activities or objectives. The photographer will retain the copyright of the media as per UK copyright law and will also have your consent to use any of the media he or she records, for any reasonable purpose.
If you would like to have a photo or video of you removed from any of our online or print media, please inform us in writing, and we will do our best to facilitate your wish.
Accessing and updating your information
At any time, you may contact us to find out what information we hold about you. If your information is incorrect, you have the right to update it and make it correct. At any time, you may invoke your right to be forgotten, in which case we will remove any personal details we hold for you, other than details to do with financial transactions as mandated by law and attendance at sessions as mandated by our insurance provider.
You may access and update your personal details, and have them removed, free of charge; we are not allowed to levy a fee for reasonable request, although we are allowed to levy a fee for requests that are unreasonable, excessive, and/or repetitive.
Sharing your information
Quite simply, we will not share your information with any third party unrelated to the transaction of goods or service that you make with us, unless demanded to do so by a British court of law, or unless you give us your permission to share your personal information with another person or company.
Cookies on our website
If you would like to avoid having cookies for our website in your browser, please use your browser’s privacy settings to achieve this, but also please be aware that it may make it impossible for you to use parts of our website (such as our shop).