The General Data Protection Regulation

On 25th May 2018 the EU General Data Protection Regulation (GDPR) came into force.  This requires that organisations that hold data that could be used to identify an individual conform to certain regulations.  This affected Richmond Scientific Society (RSS), and the purpose of this page is to explain what this means to us as a Society, and to you as a member or visitor.  Not all of the requirements of the GDPR are applicable to us as we will not use your information for any purpose other than to contact you about forthcoming lectures, activities concerning the Society, your membership status, or because of statutory requirements.

The data we hold on individuals is some or all of the following:  Name and address, email address, telephone number(s), membership status (paid up or not), and such information as is necessary for us as a registered charity to recover gift aid.  If you become a member of the Society, or are a visitor who leaves an email address, you are implicitly agreeing that we hold your name and membership status as a minimum, as otherwise the Society could not function.  

However you have the right to see what data we hold, the right to ask that some data be changed or deleted, the right to be 'forgotten' on leaving the Society (all data deleted), and the right to correct any incorrect information we hold.  This can be done by sending an email to or responding to a communication from our Secretary.

Data we hold about you is held securely.  We do not share your data with any other organisation and the only people who might see and use your data to contact you are members of the Society's Council.

Data is held for as long as you remain a member of the RSS and for a period of not more than 18 months after that, subject to statutory constraint, unless you consent to a further 18 month extension by email.  Visitors can consent to their data being held under the same terms for purposes of communications.  Former members and visitors can ask for all their data to be deleted at any time.