Privacy Statement

  1. The Institute collects, stores and uses personal data about individuals for the legitimate interest of carrying out its business as a membership organisation for the promotion of archaeology to members and non-members under the terms of our Royal Charter. We do not believe that we could carry out this business without processing these data in this way. We also believe that the uses to which these data are put are in line with the expectations of members and non-members concerned.

  2. The Institute acts as a data controller in setting the policy for the processing of personal data. It also acts in some cases as a data processor, as well as contracting some data processing to external organisations.

  3. We only process personal data about individuals that have been supplied by the individuals concerned, except in the case of nominees for the Institute’s prizes, when the details have been supplied by the nominating university.

  4. If you are a member of the Institute, we will keep a record of your name, contact details and membership details. We will keep these data for a period of seven years after the last recorded year of subscription.
    4.1 We will supply a list of members’ names and postal addresses to printers and publishers for distribution of the Journal, newsletter and other mailings.
    4.2 We will supply a list of members’ names and financial details to a financial services agency for the purpose of managing subscriptions by direct debit.
    4.3 We will supply a list of members’ names and membership details to our auditors for the purpose of financial audit.
    4.4 We will supply a list of members’ names to the Society of Antiquaries of London to facilitate access to the Society’s library.
    4.5 We will supply a list of members’ names to members of the Institute’s Council when considering nominations for the Council or committees.
    4.6 We store a list of members’ email addresses on the Institute’s gmail account for the sole purpose of distributing information to members.

  5. If, either as a member or a non-member, you attend any of the Institute’s meetings, other than the lectures in London, we will keep a record of your name, contact details and financial details. We will keep these data for a period of seven years after the event.
    5.1 We may supply a list of names and contact details to other organisations supplying services for the event, such as hotels.

  6. If you are an employee or pensioner of the Institute, we will keep a record of your contact details and financial details. We will keep these data for a period of seven years after the termination of this relationship.

  7. If you are an officer or a member of the Institute’s Council or a committee, we will keep a record of your contact details and financial details for the purpose of paying honoraria or reimbursing officially incurred expenses. We will keep these data for a period of seven years after such payments.

  8. If you are nominated for one of the Institute’s prizes, we will keep a record of your contact details for a period of seven years after the Council’s award decision.

  9. If you are an applicant for a grant from the Institute, we will keep a record of your contact details for a period of seven years after the award decision.
    9.1 If your application for a grant is successful, we will keep a record of your contact details and financial details for a period of twenty-five years after the award decision.

  10. If you are a contributor to any of the Institute’s publications, we will keep a record of your contact details for a period of twenty-five years after hard-copy publication.

  11. If you are a peer-reviewer for any of the Institute’s publications, we will keep a record of your contact details for a period of seven years after last active contact.

  12. The personal data are stored on computers with password protection and anti-virus software, and backed up on external devices. Council has delegated oversight of data processing procedures, documentation and security measures to Audit and Investment Committee, as part of the annual process of risk assessment.

  13. The personal data are stored in the offices of the Administrator, the Assistant Meetings Secretary and the Reviews Editor.

  14. If your personal data are processed by the Institute in any of the categories described above, you have the right to see personal data relevant to yourself, and to make corrections. You also have the right to complain about the processing of your data; such complaints should be made in the first instance to the Hon. Secretary of the Institute.

Additional privacy information regarding the current RAI Review (initiated 27 July 2020)

The Royal Archaeological Institute is currently undertaking a review of its activities and effectiveness.

The Review aims to assess the RAI’s current activities and their effectiveness, consider whether the Institute could make a greater contribution to the archaeological sector in the UK and explore how it could better grow and serve its members. The Review also aims to get a better picture of the demographic makeup of the membership to help plan for the future.

To achieve the aims of the Review, the RAI is carrying out two surveys and a small number of interviews.

The first survey, titled ‘Help Shape the Future of the RAI’, is for members and focuses on understanding the membership demographic as well as gathering feedback on the current membership offer and the Institute’s wider contribution to the archaeological sector.

The second survey, titled ‘Help Shape the Future of Archaeology in the UK’, is for the wider sector. This survey aims to understand the key challenges and opportunities facing the sector, get a better idea of what UK-based archaeologists, amateurs and enthusiasts are looking for in terms of membership of societies and consider how organisations like the RAI could enhance their role in supporting the future of archaeology in the UK.

The interviews have the same aims as the surveys and are being carried out with both members and representatives from relevant external organisations.

Both surveys and interviews are voluntary. All responses are anonymous (surveys do not include names or emails and all interviewee data are anonymised). Participant information is protected under the Data Protection Act (https://www.gov.uk/data-protection). An overview of the survey and interview results will be included in the Review but individuals’ personal data will remain confidential and will not be shared or used for any other purposes.

An overview of the results (without individual data) will be saved in the RAI’s digital archive. Anonymous individual responses will be saved for a period of seven years from the date the Review began. The data are stored on computers with password protection and anti-virus software, and backed up on external devices. Council has delegated oversight of data processing procedures, documentation and security measures to the Audit and Investment Committee, as part of the annual process of risk assessment.

It is anticipated that the findings of the Review will be made available via this website in due course. If you have any questions about the Review, its outcomes or use of your data, please contact admin [at] royalarchinst.org.

Royal Archaeological Institute
c/o Society of Antiquaries of London
Burlington House, Piccadilly
London W1J 0BE

admin [at] royalarchinst.org

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