The Privacy Policy

The Friends of Dundee City Archives (FDCA) is a charity registered in Scotland (SCO 006813) which was established in 1989 to support the work of Dundee City Council’s Archives and Records Centre. It’s office bearers can be contacted via Dundee City Archive & Record Centre, Corporate Services, 21 City Square, Dundee DD1 3BY, Scotland UK, telephone: 01382 434494, email:

Why do we need your personal information?
The FDCA collects and holds the personal information of its members.

Members' for this purpose includes

Personal information’ in this regard means the member’s name, postal address, telephone number and email address, and matters related to their membership and attendance at FDCA bi-annual conferences and events (e.g. attendance and payment of the conference fee).

How do we collect and store your information?
This information is collected through completion and submission of the membership subscription form; registration forms for specific events; purchase forms for FDCA publications, and/or through any additional correspondence between members and office bearers. 
Members’ personal information is stored securely by Dundee City Archives on behalf of the treasurer and office bearers of the FDCA. Copies of correspondence with office bearers will also be retained, either by the office bearer contacted or by Dundee City Archives. Copies of correspondence with an office bearer may also be shared with other office bearers and members of Dundee City Archives staff who assist with the charity’s administration.

What do we use your information for?
Members’ personal information will be used to: 

Members will also be given the option of receiving information about third-party events considered by office bearers or Dundee City Archives staff to be of possible interest to members (e.g. book publications, conferences, exhibitions, etc.).
 Who do we share your information with?

Other than staff at Dundee City Archives (who assist with the administration of the charity), the FDCA will not normally share members’ personal data with third parties unless legally bound to do so. Examples of this would include instances where: -

How long do we keep your information for?
We only keep your personal information for a maximum of 6 years. This retention period is based on the statutory requirements relating to records of a financial nature. Personal information of office bearers and committee members may be retained permanently for historical interest.The FDCA follows an agreed records retention schedule to ensure that personal information is not retained beyond the minimum period for which it is required. 
Statement of Consent
Membership subscriptions shall become due on joining the Society and, thereafter, on 1st April annually. Members will be asked on the relevant section of the membership form to consent to their personal information being stored and used as described above. Please note that the granting of consent for the purposes of maintaining both the membership list and accurate financial records is a condition of membership of the FDCA and that failure to do so or subsequent withdrawal of that consent constitutes resignation of FDCA membership. 
Those who do not wish to remain members or to give such consent do not need to take any action. Members who do not provide consent by the 1st July following their current annual subscription will be removed from the membership list and will not be contacted about the activities of the FDCA until such time as consent has been provided.
Individuals wishing to purchase publications via email or by post will be asked to provide the FDCA with an unambiguous statement of consent to the use and storage of their personal information for the purposes of maintaining accurate financial records. Please note that granting of consent is a condition of purchasing items by email or post.

Why do we need your consent?
for the UK General Data Protection Regulation (GDPR) and the EU General Data Protection Regulation. The Regulation confers upon charities the obligation to be explicit about their retention of personal information, and, under normal circumstances, prohibits charities from holding and using individuals’ personal information without their explicit and freely-given consent.
The Regulation confirms the following rights for individuals:-

This right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information– Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us as stated above if you wish to exercise any of these rights. The FDCA will comply with any member request for rectification or deletion of personal information within one calendar month

Communication with members will normally be by email (preferred) or post, unless a different channel of communication is requested by the request of the member. Requests for communication by a channel other than email will be honoured wherever reasonably practicable.

Complaints or queries about data handling or breaches of privacy should in the first instance be directed to the current secretary or treasurer, c/o Dundee City Archive & Record Centre, Corporate Services, 21 City Square, Dundee DD1 3BY, Scotland UK, telephone: 01382 434494, email:
Date: April 2018
This Policy will be reviewed in April 2021

Download a current version of the PRIVACY POLICY

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  • Iain D. McIntosh, 2020