British Astronomical Association
Supporting amateur astronomers since 1890

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Privacy Notice

At the British Astronomical Association, we are committed to protecting and respecting your privacy.
This notice explains the personal data we capture and store, the purposes for which we will use it, the lawful bases for processing data, where we transfer data to, how long we will keep your data, and your rights in the matter.

This privacy notice is written in the context of the General Data Protection Regulations (GDPR) and the Privacy and Electronic Communications Regulations (PECR) implemented in the UK on 2018 May 25.

We may change this notice from time to time and will notify you if this is the case.

Who are we?

We are the British Astronomical Association, one of the world’s leading organisations supporting amateur observational astronomy. The BAA is a registered charity (no. 210769) and company limited by guarantee (no. 117572). The registered address is Burlington House, Piccadilly, London, W1J 0DU, UK.

You can contact us through our website www.britastro.org, by email to office@britastro.org or by writing to our registered address.

The BAA Business Secretary is the lead for data protection within the Association.

The purposes of the processing

We capture basic information to administer your membership or purchases from us. The personal data we capture may include your name, address, telephone number, email address, IP address, date of birth, and other non-identifying information. We do not capture any sensitive personal data.
We use your personal data for the following purposes:

  • To administer your membership of the BAA;
  • To provide you with services and publications as part of your membership;
  • To administer any purchases you make from the BAA;
  • To provide secure services on our website (IP address).

If you have opted-in to our electronic communications we will send electronic bulletins and newsletters from time to time, which may include marketing information.

The lawful bases for the processing

There are three lawful bases for the processing of your information:

  • Contract: you have a contract (your membership or purchases) with the BAA for us to provide services, publications or merchandise;
  • Legal obligation: as a Company Limited by Guarantee we are obliged to maintain a register of members (Companies Act 2006);
  • Consent: you can optionally consent to join our electronic communication email lists. Note that even if such consent has not been given, we may still send you emails necessary to provide you with services and publications which relate to your contract.

Transfers of personal data

We do not sell or provide personal data to third parties for purposes which are outside the purposes above. We provide limited subsets of data (only the data required) to third parties to provide services to members:

  • Printers: who distribute the printed Journal to members;
  • MailChimp: who provide mailing list services - this is an international organisation which provides internationally recognised protections through the EU/US Privacy Shield Framework;
  • Electoral Reform Services: who will provide services to manage our electronic ballot.

Retention period

Your personal data will be held while you are a member of the BAA. If you leave the BAA we will retain your data for two years, but we are required to retain basic data in the register of members for 10 years.

Your rights

You have the right to access your personal data record for checking and the right to have the record corrected if in error. Data will be provided electronically unless otherwise requested. You can withdraw consent to receive messages from our electronic communications email distribution lists at any time.

To exercise these rights please contact the BAA Office – details above.

You have the right to lodge a complaint with the Board of Trustees of the BAA, or the Information Commissioner.