The Scottish Showbusiness Benevolent Fund engages with a variety of people; trustees, members, supporters, volunteers, people who receive grants, services and information from us. In order to provide services, information and opportunities tailored to each person, the Scottish Showbusiness Benevolent Fund processes information about them (personal data), details of which are listed under.

SSBF is committed to safeguarding the privacy of personal data and complying with the UK Data Protection Act 1998, the European General Data Protection Regulation (2016/679) of the European Parliament when it comes into force on 25th May 2018, and any future changes in data protection legislation that SSBF is required to comply with.

For data collected, stored and processed by SSBF, the Council of the SSBF is the Data Controller/Data Processor.

In accordance with EU General Data Protection Regulation (GDPR) we are mandated to select a lawful basis or bases for processing data.  Our lawful bases for processing data comply under ‘contract’ and ‘legitimate interest’. We also comply under ‘legal obligation’. Definitions are as follows:

Contract
The processing is necessary to fulfil or prepare a contract for the individual.

Legitimate Interest
The processing is necessary for our legitimate interests.

Legal Obligation
The processing is necessary for legal compliance with a legal obligation to which the controller is subject.

The rationale behind our lawful bases is that, by applying to the Scottish Showbusiness Benevolent Fund for lifetime membership, and the payment of your membership fee, you have entered into a contract with the Fund that entitles you, by virtue of the Constitution of the Fund (Charity Number SC 009910), to consideration of assistance as follows:

The object of the Association is the relief to those who are or have been or whose family members are or have been associated with the Theatrical and Variety Artistes Professions and who are in need by reason of age, ill-health, disability, bereavement, financial hardship or other disadvantage. The object shall be achieved through the granting of pecuniary benefits in the form of grants to those in necessitous circumstances who are members of the Association, or the widows/widowers/surviving civil partners, children or dependants of such members, or to non-members of the Association who are or have been associated with the Theatrical and Variety Artistes Professions, and such grants shall be made in which a way and to such extent as the Council may from time to time determine.

It follows, therefore, that the Fund requires to hold its members’ data, as without this information, we would be unable to corroborate membership status or interact with the individuals themselves. This would result in the loss of their membership status.

If you are a member, or use any of SSBF’s services, some of the personal data that SSBF holds about you is transferred to the SSBF database. This information will have been collected from you as part of your application process and will include:

• Your name, title, gender, and date of joining;
• Your home address, email address and telephone number(s);

The type of service that you have used, may determine other personal information that SSBF may hold, such as bank details and your date of birth. This information will have been given by you to the SSBF as part of your application process or during later interaction with the Fund.

The personal data of people we support, people who give us donations and others with whom we are in contact, is stored by SSBF on SSBF’s computer system located in the United Kingdom. Access to personal data is restricted to those trustees who need to keep in contact with you. It is controlled through password protection. Any hard copy information (such as consent forms) will be stored under lock and key. Trustees with access to personal data confirm that they will keep your information confidential.

Personal data is processed by SSBF to:

• Provide information and grants;
• Send AGM information, news and updates;
• Meet any legal requirements imposed under charity law;

The SSBF will not use your personal data for marketing purposes.

Personal data is shared with other organisations in a limited number of instances. For example, if you have registered to attend an event, SSBF may share any details provided at the time of registration with the venue or event partners, so that introductions can be made, or seating plans created.

SSBF will only share personal data that is relevant and necessary.

Personal data is NEVER sold on to third parties.

If you retain life membership, the SSBF will keep your details on file indefinitely. This will enable us to identify your children and/or dependants, should they subsequently wish to contact the Fund, in accordance with our constitution.

Everyone has the right to object to SSBF holding / processing their personal data for any or all of the purposes set out in this Privacy Notice.  Should you wish to terminate your membership or all of your personal data, you may advise us of this by writing to:

SSBF Data Protection,
Centrum House,
38 Queen Street,
Glasgow,
G1 3DX

Or by e-mailing us at:

info@ssbf.co.uk

Should you choose to object to specific data being held by the SSBF, please advise on what type of personal data you no longer wish us to process. In the event that you no longer wish to be contacted at all by the SSBF (to exercise your right to be forgotten), the SSBF will delete your entire personal data.

You have a right to request copies of the personal data held about you by the SSBF. To do so, please send a Subject Access Request to the email or postal address given above.  If you subsequently decide that you do not want your personal data used for any or all of the purposes explained in this Privacy Notice, or if you wish to change the type of communications you receive or the way in which SSBF contacts you, please write or e-mail us, as outlined below:

SSBF Data Protection,
Centrum House,
38 Queen Street,
Glasgow,
G1 3DX

Or by e-mailing us at:

info@ssbf.co.uk

We keep our privacy notice under review. This privacy notice was last updated in May 2018.

If you have any questions which you feel have not been covered by this Privacy Notice, please do not hesitate to contact us by writing to:

SSBF Data Protection,
Centrum House,
38 Queen Street,
Glasgow,
G1 3DX

Or by e-mailing us at:

info@ssbf.co.uk

If you are unhappy with the way in which SSBF uses and processes your personal data you can complain to the Information Commissioners Office (the supervisory authority that enforces data protection regulations in the UK).

The ICO can be contacted on 0303 123 1113 or refer to their website at https://ico.org.uk