This page provides details regarding the Institute's privacy policies, covering our data security responsibilities in both offline and online contexts.
General privacy statement
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- The personal data are stored in the offices of the Administrator, the Assistant Meetings Secretary and the Reviews Editor.
- 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.
Online/website privacy statement
The Royal Archaeological Institute (RAI) website, hosted at the University of York, is committed to safeguarding the privacy of the individuals and organisations in line with the legislation set out under the UK Data Protection Act 2018 (DPA) and European General Data Protection Regulation (GDPR). We aim to be transparent about the data we collect via this website.
- To enhance the functionality of the website, for example by storing certain usage preferences.
- To collect anonymous statistical information about users visiting our site, for example the number of times they visit different pages and how they are getting to those pages. This information is used to help us improve our website’s structure and usability.
All information stored in cookies from our website is strictly anonymous. You may turn off or block cookies in your browser but portions of this site may no longer function properly. We accept no liability for any loss of functionality as a result of disabling cookies.
This website does not collect personal information of any kind from its users as part of its core functionality. However, we may on occasion use the website to host surveys or feedback forms that may require the provision of personal details. In these cases, the purpose and usage of this data will be made clear. However, the data will be governed by the following statements:
- Information will not be used for any purpose other than that specified at the time of collection.
- Information will be treated confidentially and in accordance with the legal provisions concerning data protection.
Where we collect your personal information, you maintain the right:
- To ask for a copy of the data we hold on you.
- To ask us to delete data on you that we no longer need.
- To ask us to correct data about you that is wrong.
- To ask us to let you take a copy of your data in a portable format to another organisation.
- If you gave us your data with specific consent, you have the right to withdraw that consent at any time.
Social media policy statement
Download the Royal Archaeological Institute's social media policy and guidelines document below.