ASB Privacy Policy

Association of Scottish Businesswomen - Privacy Policy

The Association of Scottish Businesswomen (ASB) is a membership organisation that supports and links businesswomen throughout Scotland. The ASB was founded in 1995 as the umbrella organisation for local businesswomen’s clubs, but additionally introduced individual direct membership to all business and professional women throughout Scotland.

This privacy policy explains how we collect and use personal information as a member, an event attendee, an award judge or sponsor or an interested party who simply wants to stay in touch. 

What information we ask you to provide and how we use it

New member registration

When you sign up as a member of the ASB you will be asked to provide your name, e-mail address and business name as a basic requirement. This data is stored to enable us to create a unique profile for you on our website and support you when you log in to administer your content or book onto our events. You can choose to delete your account via our website at any time. No data is retained for deleted members.

If your membership type requires payment you will be connected to Paypal through a secure portal. See “Data Processers”

Member directory profile

As a member you have space upon our website to provide more details about yourself and your business. This data is not compulsory and you have complete control over how much data you choose to include. 

You are free to remove this content at any time simply by lgging into your account and removing.

We may use this data from time to time, to understand the demographics of our membership, in order to help us provide a service which suits our members. However, when we do, it will be depersonalised such that it cannot be directly attributed to a named individual. 

Event registration

When you book tickets to attend one of our events (e.g. AGM, Wellbeing, National Business Awards) your name and associated business is stored for identification purposes only. This information will be held for one year to enable validation (e.g. where a member voucher code was issued).

Payment together is taken through Paypal which stores your associated e-mail address (see Data Processors).

Awards applications

When you submit an application for either our National Business Awards or our Women of Inspiration, you are required to provide detailed information upon which your application/nomination can be assessed. If you are submitting such information about a third party, it is your responsibility to ensure the individual knows and has consented to you sharing that information with the ASB.

Such information is shared with third parties (our judges) for the purposes of the judging process. Award applications/nominations, and all the information contained therein, will be stored for one year, following the respective award event, and then destroyed.

Newsletter subscription 

Members can opt in to receiving mailings at the time of registration. Your preferences are stored on your directory/profile listing. Anyone can subscribe to receiving a newsletter via our homepage.

For the purposes of mailings, the ASB stores only a name and e-mail address.

We will only email you about ASB events, member news and related ASB activities that we think may be of interest to you as a Scottish businesswoman.

This will predominantly be in the form of a monthly Newsletter handled by Mailchimp which will give you information on our main events (Women of Inspiration Awards, the Annual Conference, the ASB National Business Awards and the AGM). We may also contact you regarding other local events and activities that are taking place, but again these will be business-related and deemed to be of interest to you.

Newsletter and announcement mailings are handled using Mailchimp. You can view their security policy at https://mailchimp.com/about/security/

We include an option to unsubscribe/opt out with each such mailing.

Members, you have the option to ‘opt-out’ of receiving information about events and activities, both when you register, and at any time during the tenure of your membership, by updating your profile page and contact preferences.

Direct e-mail contact

From time to time we may contact you directly by e-mail. This will generally be in response to a contact from you. We may also contact you regarding your membership, your directory listing, your award application/nomination or your event booking. If you choose to correspond with us via email, we may retain the content of your email messages together with your email address and any responses within the context, for as long as it is deemed necessary to complete any action.

Judges, venues and sponsors

Throughout the course of the year we will be in contact with other third parties - eg. Judges for the awards, sponsors for events and awards, venues. In order to be able to identify you, we will store your name, an e-mail address, your business/company and, sometimes, contact telephone numbers. We will only retain your contact details if you have consented for us to do so. And we will only use those within the ASB committee for the purposes of the activity or project we are in contact about. We will never pass your details to a third party without your express permission.

Committee Members

Once you join our ASB Committee you will be asked if you consent to the addition of your details to a centrally held contact sheet. The information we collect will include your name, your position on committee, your preferred e-mail address and contact telephone number(s). You can decide how much of this information you wish to provide. A record of this information will be held centrally (see Cloud Storage)

Affiliate Group Contact Details

The ASB also has a number affiliated groups/clubs. In order to ensure consistent communication across all the groups, we will hold the name and e-mail address for the key officers within each of those organisations (as advised by the group officers themselves). A record of this information will be held centrally (see Cloud Storage). It is also electronically shared between the groups - as consented by those groups.

When your membership expires

Direct members

Direct members subscribe/register for 12 months membership (renewable annually) through our website. When your membership expires you will be contacted to invite you to renew your membership. You will receive two communications, one month apart. If you do not renew and we do not hear from you within 100 days of your original expiry date, your account and all the information we have stored for you in relation to that account will be deleted. Your name will also be removed from the active member newsletter subscription list. However, if you have also signed up to our newsletter via our website, you may still continue to receive mailings. You can "unsubscribe" when you next receive one of our mailchimp mailings/newsletters.

Remember, you can also delete your own account on the ASB website at any time.

Affiliate Group members

As an affiliate group member you can also sign up to be an ASB member. Your information then remains on our website until your affiliate group notifies us that you are no longer their member. You will then receive two communications, one month apart. If you do not renew and we do not hear from you within 100 days of your original expiry date, your account and all the information we have stored for you in relation to that account will be deleted. Your name will also be removed from the active member newsletter subscription list. However, if you have also signed up to our newsletter via our website, you may still continue to receive mailings. You can "unsubscribe" when you next receive one of our mailchimp mailings/newsletters.

If you are no longer a member of your group, it is yours and the groups responsibility to notify the ASB so that we may remove your account and any information we hold on you in a timely manner.

Remember, you can also delete your own account on the ASB website at any time.

Sharing with Third Parties

The ASB does not share, sell, lend or lease any information that can uniquely identify you (such as email addresses or personal details) with any third party - except to the extent it is necessary to process transactions or provide services that you have requested.

Data Processors

Paypal

We take all payments (membership, events, awards applications) using Paypal. The ASB has assessed Paypal as a compliant provider. You can view how Paypal collects, retains, processes, shares and transfers your Personal Data here: https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

Mailchimp

Newsletter and announcement mailings are handled using Mailchimp. Through Mailchimp the ASB stores an e-mail address and name only. You can view their security policy at https://mailchimp.com/about/security/

Website Build and Hosting

Our website hosting is provided by Tayfusion Ltd.

The data you provide during the course of either joining our association or booking onto an event is handled via the services provided our host. You may view their privacy polcy in full at www.tayfusion.com/tayfusion-site-terms 

Cloud Storage

From time to time we use Dropbox as a central storage for commonly used information. The ASB are satisfied with the security of data held, provided Dropbox is operating within the scope of their own data privacy policy which can be viewed here 

Cookies

‘Cookies’ are small text files that store information about your interactions with our website. This may be either temporarily (known as a "temporary" or "session" cookie, and deleted once you close your browser window) or more permanently on the hard drive of your computer (known as a "permanent" or "persistent cookie").

Cookies can make it easier to use a website by allowing servers to access certain information quickly. Session cookies can be used to help a user's browser navigate a website more smoothly. Persistent cookies can be used to customise a website for a user, such as by storing passwords, preferences, and registration and account information so that you do not have to re-enter them each time you visit our website.

Cookies, in conjunction with our web server’s log files, can also allow us to understand the activities of those visiting our website. This helps us to gather feedback to help improve our website and our services to you. A cookie cannot retrieve any other data from your hard drive or pass on computer viruses.

Browsers are usually set to accept cookies. If you would prefer not to receive cookies, you may alter the configuration of your browser to refuse cookies. 

Please understand that if you set up your browser to disallow cookies, you might not be able to access important functions or areas of our website. This is especially so of registered account holders (members and group admin) who are required to login to access certain functions. Learn more about the cookies used by our website at www.tayfusion.com/cookies

External Links to/from our Website?

We are not responsible for the practices employed by websites linked to or from our website or the information or content contained therein. Generally, links to other websites are provided solely as pointers to information on topics that may be useful to you.

Please remember that when you use a link to go from the ASB website to another website, our privacy policy is no longer in effect. Once you click through to a third party website, your interaction/browsing is subject to that website’s own rules and policies. Please read over those rules and policies before proceeding.

Legally Compelled Disclosure

We may disclose information when legally compelled to do so. That is when we believe that the law requires it or for the protection of our legal rights. We may also disclose account information when we believe it is necessary to identify, contact or bring legal action against someone who may be violating our terms of service or to protect the safety of our users and the public.

Request access to your personal data

The ASB has detailed the information we hold on you, and the extent to which that information is controlled, maintained, corrected and can be removed by you.  For members, all such information is visible to you through your member directory/profile listing, of which you are in complete control.

For other subscribers to our service, such data is limited to an e-mail address only and you can opt out at the next mailing.

However, you still have a legal right to request our action on any of the personal data we hold on you. Such action includes request a copy, correction, deletion, restrictions to processing, transfer to a third party, or withdraw consent entirely.

If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

We may need to request specific information from you to help confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

There is no fee to access your personal data (or to exercise any of the other rights). However, if your request is something over which you have control, you will be advised how to complete that request yourself. We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

If you wish to exercise any of the rights set out above, please contact our Administrator on admin@asb-scotland.org who will pass onto the appropriate committee member in the Association.

The ASB will endeavour to respond to all legitimate requests within one month.

Policy Updates

This privacy policy was last updated on 13th January 2019.