The purpose of this Privacy Notice is to explain how we collect and use any personal information you provide to us.
The Personal Information the Society Collects from Members
The Palaeontographical Society collects and stores information about its members when they take out a subscription with us, or renew their subscription each year. The information we collect and store is the following:
In addition we record the names of attendees at our meetings, for example our Council meetings and Annual General Meeting. This information may be kept as a historic record.
How We Use Members’ Personal Information
We use this information to maintain the Society’s membership list. We may analyse the list to obtain summary information about our membership, for example numbers of different types of members (‘full’ and ‘student’) and the geographical spread of our membership.
We may use the information to contact individual members if there is some issue with their membership.
We may occasionally use the information to circulate items of interest electronically to members who wish to receive communications by email.
Sharing Members’ Personal Information
We share members’ name, title and address with the following organisations:
We provide the name, title and address of our current members to the company that prints and mails the annual Newsletter of the Palaeontographical Society. Currently this is Lonsdale Direct Solutions, Northamptonshire. This is so that they can post the latest newsletter to our members.
We provide the name, title and address of our current members to the company that markets and publishes Monographs of the Palaeontographical Society on the Society’s behalf. Currently this is Taylor and Francis Group. This is so that they can post new issues of the Monograph to our members.
Deleting Personal Information
When a subscription to the Society ends, we will delete that person’s address and contact details from our database. We do however maintain lists of the names of former members as historical information.
Making Sure Your Personal Information is Up to Date
You can check the information the Society holds about you is up to date by logging in to your member’s area on the Society’s website at https://www.palaeosoc.org/my-account/. Alternatively, you can email the Treasurer at firstname.lastname@example.org, or write to Dr Tim McCormick, Treasurer, The Palaeontographical Society, c/o British Geological Survey, Environmental Science Centre, Keyworth, Nottingham, NG12 5GG, United Kingdom.
Emails and Other Correspondence
Emails and other digital correspondence sent to the Society or its Council members are stored electronically, and every effort is made to keep them secure. Hardcopy correspondence may also be securely stored while they remain relevant.
Palaeontographical Society Social Media Policy
This social media policy outlines how our Society, and how members of our social media online groups, should conduct themselves on any social media platform the Society runs. The online world is constantly evolving, and so the following policy should be treated as a living document which will be updated as necessary. The policy will allow the Palaeontographical Society to create a strong brand voice and tone, increasing outreach and helping users connect with us and like-minded individuals.
Society use of Social Media
Responsible Use of Social Media
The social media platforms of the Society should never be used in a way that breaches any of our policies. You are reminded therefore that you are prohibited from using postings on social media that would be in breach of the Society’s:
Or as a means to:
You will be required to remove internet postings which are deemed to constitute a breach of this policy and may be barred from any future postings and removed from the group. Failure to comply with such a request may also in itself result in disciplinary action.
The informal nature of social media means that it is easy to accidentally cause offence. You should keep this in mind before posting content, and remember that what is published could be read by other members of the Society, line managers, future employers, and/or social acquaintances, as well as members of the public. Your content may also be available for a long period of time. It is therefore important to consider:
Protecting the Society’s Reputation
o the Palaeontographical Society;
o the Palaeontographical Society’s clients or service users;
o the Palaeontographical Society’s partner agencies, other affiliates or anyone that has an interest in the Society.
Writing for Social Media
Due to the conversational nature of social media your writing style and message content
may require a more informal approach than would normally be the case. Remember that space restrictions apply on some social media platforms, so you may be required to convey your message within a word or character limit.
Writing for Palaeontographical Society Social Media Profiles
Notices for External Users of the Palaeontographical Society’s Social Media Sites
You should be aware that the following advice is given by the Society to external users of our social media platforms. This advice is provided in addition to the rules of the social media providers themselves, such as Facebook or Twitter.
External users please note: