privacy policy

The Royal Scots Dragoon Guards
The Castle
Edinburgh
EH1 2YT

This privacy policy explains how we use any personal information we collect about you when you use our website or engage with us.

‍What are your data protection rights?

The Royal Scots Dragoon Guards would like to make sure you are fully aware of all your data protection rights regarding your personal information. The Royal Scots Dragoon Guards endeavour to comply with the Data Protection Act (2018) and UK GDPR. As a data subject you have the following rights:

• The right to be informed about the collection and use of your personal data.
• The right to access and receive a copy of any personal and supplementary information we hold on you.
• The right to rectify any information we hold on you.
• The right to request that we delete all information we hold on you.
• The right to restrict the ways in which we process your information.
• The right to data portability, allowing you to obtain and reuse your personal data for your own purposes across different services.
• The right to object to the processing of your personal data in certain circumstances.
• The right to restrict any forms of automated decision making concerning your personal information, including profiling.
• If you wish to exercise any of your rights, we have one calendar month to respond to you.

What Information May We Collect About You?

• Your name, title and date of birth
• Postal address, email address and phone number
• Current interests and activities
• Town/city of current residence
• Town city of origin
• Country of residence
• Association
• Regiment
• Dates     of service
• Photograph
• CCTV     images

We may also collect and hold information about any contactyou have with us as a visitor, customer, supporter, researcher, or contributorto our museum’s collections or galleries.

This may include:

• Event reservations / attendance
• Family and next of kin details
• Online purchases
• Contact references and details
• Name, address and Gift Aid status for Gift Aid purposes
• Details of correspondence sent to you, or received from you
• Employment information and professional activities
• Where relevant, selected media coverage
• Copyright information
• Any other information provided by yourself at the request of The Royal Scots     Dragoon Guards.

When we ask you to provide your personal information, we will let you know why we are asking, and how we will use your data, by directing you towards this notice.‍

What We Do With Your Information?

Depending on your relationship with us, and the preferences you have indicated, data we hold may be used by us for the following purposes:

• Encourage communication among members of the regimental family including serving     Regiment, attached personnel, and veterans (“Members”).
• Send you promotional or marketing by post, telephone or electronic means. These types of communications can include; informing you of other products, services or events related to The Royal Scots Dragoon Guards, Shop and Museum such as exhibitions, events, or retail offers. Also news and updates about the Regiment such as e-newsletters.
• Other relevant communications based upon your relationship with us including surveys for market research purposes, or response to enquiries.
• Tools may be used to monitor the effectiveness of our communications with you i.e. by email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymised form.
• To provide provenance, ownership and copyright details about collections, and ensure compliance with copyright regulations for items and images displayed in our galleries.

You can opt out of any or all of our communications at any point by contacting homehq@scotsdg.org.uk

Personal Data In Our Museum and Archive Collections

Some of the more recent archives we hold may contain information about living people: personal information that has been acquired by organisations or individuals – usually government departments, former serving soldiers, family, and descendants of those who owned records or objects - that have then gifted their collections to The Royal Scots Dragoon Guards Museum.

Your information will be handled according to the safeguards in data protection legislation for archiving in the public interest. This means that we apply the same standards to handling this information, except that some of your rights have a limited application.

The data subject rights listed above do not apply to personal data processed under the lawful basis of archiving in the public interest to the extent that the application and exercising of these rights would prevent or seriously impair the achievement of the purpose of archiving in the public interest.

People who use information about living people from the archives have a duty, under data protection legislation, not to use that information in a way which may cause distress or damage to those living people. You should also be aware that, just because information is in the public domain, it does not necessarily make it lawful for you to make it public.

If you have any questions or concerns about personal information that may be present in our collections, please contact us at:

archivist@scotsdgmusuem.com

0131 220 0924

How We Update, Screen And Analyse Your Information

We continuously review our records to ensure your data is as accurate as possible. We may consult alternative sources in order undertake these checks, such as:

• Reviewing employment information that you have made publicly available via social media
• Companies House and other company information databases
• Charity Commission and Office of the Scottish Charity Regulator (OSCR) registers
• Any other publicly available sources
• Where we appoint an external party to undertake a screening of information, any such arrangements will be subject to a formal agreement between The Royal Scots Dragoon Guards and that organisation, to protect the security of your data.

‍Who We Might Share Your Information With?

Subject to your consent, your information can be shared among Members.

We do not disclose personal data to any third parties or external organisations, other than data processors carrying out work on our behalf.

We do occasionally need to transfer your personal information overseas, for instance to a bulk email distributor. Where this is necessary, this may be to countries or territories around the world.

We are required to ensure any transfers of data will be done securely, in accordance with best practice, and in compliance with the Data Protection Act (2018) and UK GDPR.

Your data will never be sold or passed to any third party for any other purpose.

How We Keep Your Information Secure?

We have implemented security procedures to protect the personal data that we have under our control from:

• Unauthorised access
• Improper use or disclosure
• Unauthorised modification
• All our employees and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of the personal data we hold.

How Can I Access The Information About Me Or Request Correction Or Deletion?

You can ask us if we are keeping any personal data about you. You can also request a copy of that personal data – this is called a Subject Access Request.

To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed. Please try to be as clear as possible about the information you are seeking.

Once we have received your Subject Access Request and proof of identity, you will receive an initial response from us within 30 days and you will be able to get copies of any information we hold on you. However, exemptions to disclosure and deletion may apply in some circumstances.‍

How To Contact Us

If you have any questions about our privacy policy, the data we hold on you, or you exercising one of your data protection rights, please do not hesitate to contact us at:

Home Headquarters
The Royal Scots Dragoon Guards
The Castle
Edinburgh
EH1 2YT
homehq@scotsdg.org.uk

‍Changes To Our Privacy Notice

We regularly review our privacy notice and may make changes time to time. Any changes made will be posted on this page and will apply from the time we post them. This privacy notice was last changed on 6 June 2024.

How To Contact The Appropriate Authority

Should you wish to file a complaint or if you feel that The Royal Scots Dragoon Guards has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office.

Call: 0303 123 1113

Make a complaint: https://ico.org.uk/make-a-complaint/