Privacy Policy

Membership applicants are asked to complete an application form, providing name and address, nationality, date of birth, email and phone number. The application also asks for the names of the membership proposer/seconder. If opting to pay your membership fees by Direct Debit, then you will be asked to provide bank account details. You will also be asked to confirm your communication preferences.

Your information will be stored in the ROSL Membership Database, Salesforce – available only to relevant members of staff. It will be used for managing your membership, including sending renewal reminders and delivery of membership benefits such as newsletters, information about events, and your copy of Overseas Journal, and for keeping record of any donations that you make to allow us to thank you and to send you relevant fundraising updates. Your information will also be stored in our Reservations system to help with future room and restaurant bookings (whether on-line or by telephone).

Your paper application form will be securely stored for a period of seven years after your application, after which it will be destroyed. Your membership records will be retained for the duration of your membership and for a period of 18 months after your membership expires. After which it will be deleted. If you signed a Direct Debit mandate, the signed mandate form will be securely stored for a period of seven years after the end of your membership.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Data processors are third parties who deliver elements of our operations for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

ROSL uses third parties for processing its electronic newsletters and other communications.
ROSL uses a third party, ResDiary to manage online table bookings.
ROSL uses a third party, Guestline to manage online bedroom bookings.
ROSL uses WooCommerce to manage our eCommerce function.
ROSL uses FooEvents to manage events online.
ROSL uses third parties to carry out member surveys.
ROSL uses external mailing houses to manage the delivery of Overseas Journal and membership renewal packs.
ROSL uses third parties for payment processing in the clubhouse and operates in compliance with Payment Card Industry (PCI) standards.
ROSL uses GoCardless for processing membership fees using Direct Debit, which is BACS Approved.
ROSL uses third parties for chasing renewals by phone.
ROSL uses third parties to screen data for fundraising purposes.
If you consent, your information will be provided to the Branch Secretary of your local ROSL Branch. They may use this information to contact you directly about branch activities in your areas.

Members of reciprocal clubs who visit and use the clubhouse facilities are required by the Club’s Rules to provide a letter of introduction from their Club.

ROSL retains a copy of the letter of introduction until the member’s stay has ended, and it is then destroyed. If you are staying at the clubhouse, we will record your name and contact details for the purposes of correctly charging for your stay. Our membership and front of house teams will have access to this information.
The information will be retained as a part of our accounting records for seven years and will then be deleted.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

People who apply to become a ‘ROSL Arts Patron’ are asked to provide name, address, date of birth, email address and telephone number. If you are making an additional charitable contribution, you will also be asked to confirm that you are a UK Taxpayer for Gift Aid purposes.

Your name will be retained in the ROSL Membership database and Arts contact database, and details used to send you information about future Arts events. Your name and membership number will be shared with other ROSL departments to ensure that you receive your ‘Patrons’ discounts and benefits. If you decide to end your membership, your records will be retained for a period of 18 months after the end date of your membership, after which it will be deleted.

As an applicant for the Annual Music Competition, you are asked to provide us with your name, address, email address, date of birth and category of instrument. You will also be asked to provide a video audition tape, a copy of a birth certificate, a resume and short biography and a photograph.

We collect this information through JotForm, your data will be stored by ROSL Arts to be accessed for Competition organisers.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. The names of prize-winners will be published on the ‘Alumni’ page on the ROSL website, and ROSL will offer you the option of being added to their contact database, so as to include you in future mailings.

As an applicant for the Visual Arts Scholarship, you are asked to provide your name, address, email address, and a brief proposal for the scholarship. This information is collected through Curator Space, a UK-based on-line network for artists. Your data will be stored by CuratorSpace and forwarded to The Art House. You should review the Privacy Policies of CuratorSpace here and The Art House, Wakefield here to ensure you are happy with them.

The names of past Visual Arts Scholars are published on the ROSL website.

Non-members visiting the clubhouse as guests of members are asked to sign a visitor’s book which asks for your name, address, and date/time of arrival.
We will only use this personal information for the purposes of managing access to the building and ensuring the safety of visitors in the event of a fire alarm or other evacuation. The information is not transcribed to any other system or passed to anyone else.

All ROSL events are booked using Foo Events which connects to ROSL’s eCommerce platform, WooCommerce. None of this information is saved or passed on to any third-party servers. If you book an event by phone or in person, ROSL staff will record your information into the Foo Events system.

We retain register of attendees for the purposes of tracking the attendance levels of each event. We may ask to use your details for the purpose of sending you information about future events. Additionally, we use our email tools to contact you regarding our current and past events, so you may receive emails from us. If you registered for an event through our services, your email address is available to us.

FooEvents & Woo Commerce comply with the EU’s General Data Protection Regulation (GDPR). Read the Foo Events Privacy Policy here

We use a third-party provider, Later, to manage our social media interactions across Twitter, Facebook, Instagram, LinkedIn and YouTube.

If you send us a private or direct message via social media the message will be stored by Later for three months. It will not be shared with any other organisations. The usual terms of use for Social Media platforms and content posted apply.

ROSL is the data controller for the information you provide during a job application process, and during your employment. If you have any queries, please contact dataprotection@rosl.org.uk

What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.

Application stage
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Assessments
We might ask you to participate in assessments; complete tests or questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we will proactively contact you should any further suitable vacancies arise.

Conditional offer
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

Proof of your identity – you will be asked to provide a share code and your date of birth to carry out an online right to work check to prove your right to work in the UK, if you’re not a British or Irish citizen. Prove your right to work to an employer: Get a share code online – GOV.UK
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
We will contact your referees, using the details you provide in your application, directly to obtain references

If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments.
Emergency contact details – so we know who to contact in case you have an emergency at work.

We will also ask you to complete a questionnaire about your health. This is to establish if we need to make any workplace adaptations or adjustments, for you to carry out your role.

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Recruitment Agencies and Websites
If you use an online application system, you will provide the requested information to the recruitment agency or websites who provide this online service for us. Once you click ‘apply now’ you will be taken to the agency or recruitment website, and they will hold the information you submit but ROSL will have access to it.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for six months from the closure of the campaign.

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus six years following the end of your employment. This includes your fitness to work, records of any security checks and references. Information provided to pension providers will be stored for as long as a fund exists.

As an employee of ROSL, relevant details about you will be provided to a number of data-processors in the course of delivering employee benefits such as health insurance, childcare vouchers, and pension savings. A full list of data-processors is available on request.

As a volunteer, working within the local Branch network, your contact information will be stored by ROSL. If you have been assigned a ROSL email address, then all communications to and from that address will be retained in the League’s email system (and backup files) for at least six years. ROSL uses Office 365, with Microsoft acting as a Data-processor for ROSL.

As a non-member guest staying at the clubhouse, your information will be stored in our Reservations system as part of the process for managing your stay. We retain this data solely as accounting records, and do not use it for marketing or other promotional activities.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Under the Data Protection Act 2018 and the General Data Protection Regulations you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here

Access to personal information
ROSL tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 2018 or the EU General Data Protection Regulations. If we do hold information about you we will:
give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.

To make a request to ROSL for any personal information we may hold you need to put the request in writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us.

You can also get further information on:
Agreements we have with other organisations for sharing information.
Circumstances where we can pass on personal data without consent for example, to prevent and detect crime.
Our instructions to staff on how to collect, use and delete personal data; and
How we check that the information we hold is accurate and up to date.

ROSL operates a CCTV system throughout the London clubhouse and outside spaces to prevent and detect crime and ensure the safety of members, visitors and staff. Only authorised ROSL staff are permitted to review CCTV recordings, which are accessible only with a unique username and password. Images are retained for a period of 30 days and then automatically destroyed. No audio is captured or recorded. The ROSL CCTV system only covers the ROSL building and grounds and has no view of public roads.

Visitors to Over-Seas House are free to make use of WiFi internet access. The ROSL WiFi system will temporarily record data about the device you are using, and your approximate location within the building. No information about your Internet usage is tracked or recorded, and all connection records are deleted as soon as you disconnect from the WiFi network.

We keep our privacy notice under regular review. This privacy notice was last updated 1st January 2024.

Contact
If you want to request information about our privacy policy, you can email us or write to:
Data Protection Officer
Royal Over-Seas League
Over-Seas House,
Park Place, St James’s Street
London SW1A 1LR
dataprotection@rosl.org.uk