Privacy Statement
This statement describes what personal information we collect on this website and how we use it. We have notified the Data Protection Commissioner of our use of personal data.
This policy only applies to the ARMA website and not to any other website to which we provide links. The Association uses electronic communication (email and this website) as its primary means of communications with members and other users of its services, as well as between members of its Board of Directors and its subcommittees.
Personal information
For certain uses of this website, we collect and store personal information (your name and contact details) - mainly in connection with membership records and event bookings. It is a condition of membership and of making a booking that we are able to collect and store personal information online. We never collect data which is classified as 'sensitive'.
Events
When you book a place at an ARMA event, we will ask you for your name, job title, work address, phone and fax numbers and email address. We will use these to contact you in relation to the event (by email, e.g. confirming your booking, sending out any pre- or post-event information), on your invoice (name, title and address only) and in pursuing any late payments, and name, title and email address in the delegate list which will be provided to all delegates at the event, and which may be made available to them electronically in advance. The delegate list is also available to speakers and exhibitors at the event. After the event (and when your payment has been received), your data is archived and can only be accessed by officers and staff of the Association.
Membership
When you apply to join ARMA online, we will ask you for your name, job title, work address, phone and fax numbers and email address. We cannot accept your application without a valid email address. If you apply to join whilst booking a place at an event, your contact details for the event will be used for your membership record.
Conditions of membership
When you apply for membership we will ask you for your name, job title, work address, phone and fax numbers and email address. When your application is accepted, your data will be stored in our online database. You will be given a password so that you can access this database to check your data (in My Profile) at any time.
We will maintain contact with you via email, so you must have a valid email address for us to accept you as a member. It is unlikely that we will need to contact you individually, but if necessary, any member of the Board of Directors can access your data to contact you. We will normally only send your annual ballot paper in March each year to you by post; all other communications are usually electronic. We do not sell or provide our membership list to other organisations.
All other communication with members is via one email list generated directly from our database, to which only officers and staff of the Association can post messages. We have retained an 'open' list, arma@jiscmail.ac.uk - which is now moderated. We are not the data controller for this list, which cannot therefore be covered by this statement. Non members can join/unsubscribe from the open list at any time. More information on joining and leaving the list is here.
Viewing and changing your data
When you have received your password, you can inspect the data we hold on you. Directors can check data on any member if necessary. You can make changes to your own contact data at any time. The only other people who can make changes to existing data are the Executive Administrator, the Treasurer, the Membership Secretary and the Website Editor.
Overseas Transfer
Because all our data is held on a website it can be accessed worldwide. In practice, all pages displaying personal data are password protected; the individuals who can change the data are all in the UK. Fewer than 1% of members are not based in the UK.
Leaving ARMA(UK)
If you do not renew your ARMA membership by June 30th, your record will automatically be classified as lapsed. It will be accessible via the website to the Association's Officers only. We do not delete your record in case you rejoin later, so that it can be reactivated, and so that we can keep a record of the number of non-renewals. We may occasionally use this information to contact you.
Questions
If you have any question about this policy, please contact the website editor.
June 2000, revised October 2009
