Privacy Policy 

1. Introduction

The Society of Augustus ("the Society," "we," "our," or "us") is committed to safeguarding the privacy and security of our members' personal information. This Privacy Policy outlines how we collect, use, store, and protect personal data in compliance with applicable data protection laws, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), the European Union's General Data Protection Regulation (GDPR), and the United States' California Consumer Privacy Act (CCPA).

By applying for membership, submitting personal data, or engaging with the Society, you acknowledge and consent to the terms outlined in this policy.

2. Data Controller and Contact Information

The Society of Augustus operates as the data controller for the personal information collected. For any inquiries or concerns regarding your personal data, please contact our Data Protection Officer (DPO) at:

• Email: info@monarchistaction.com

3. Information We Collect

We collect and process personal information from members (Fellows and Honorary Fellows) to manage membership applications, maintain records, and facilitate organizational activities. The types of personal data we collect include:

• Full Legal Name

• Date of Birth (applicants must be 16 years or older)

• Home Address

• Phone Number

• Email Address

• Username on Discord (for online communications)

• Date of Entry into the Society

• Curriculum Vitae (CV) & Cover Letter (submitted during the application process)

• Letters of Recommendation (if provided)

• Monarchist Advocacy Involvement (optional details on relevant activities)

4. Legal Basis for Processing Personal Data

Our processing of your personal data is based on the following legal grounds:

• Consent: By providing your personal information, you consent to its processing for the purposes outlined in this policy.

• Contractual Necessity: Processing is necessary for the performance of membership agreements and related services.

• Legal Obligations: Compliance with applicable laws and regulations governing non-profit organizations.

• Legitimate Interests: To facilitate the effective operation and governance of the Society.

5. How We Use Your Data

We use personal information for the following purposes:

1. Membership Processing & Administration: To evaluate applications and maintain accurate records of active Fellows and Honorary Fellows.

2. Communication: To send newsletters, event invitations, updates, and other relevant Society information.

3. Governance & Compliance: To comply with the Canada Not-for-Profit Corporations Act (CNCA) and federal reporting requirements.

4. Security & Verification: To ensure a secure and verifiable membership process.

5. Operational Activities: To manage Society-related discussions, research initiatives, and historical preservation projects.

6. Data Sharing and International Transfers

We do not sell, trade, or share personal data with third parties for marketing or commercial purposes. However, as an organization with members worldwide, your personal data may be transferred to and processed in countries outside of your residence, including Canada. We ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws.

7. Data Retention

We retain personal data only as long as necessary to fulfill the purposes outlined in this policy. Once membership is terminated, we may retain certain data for governance or legal compliance but will remove or anonymize unnecessary personal records.

8. Data Security

We employ strict security measures to ensure your personal information is confidential and protected from unauthorized access, loss, or misuse. Our data protection measures include:

• Restricted Access: Only authorized Society officers may access personal data.

• Secure Digital Storage: Member records are securely stored in encrypted databases with access controls.

• Physical Security: Any printed documents containing personal information are stored securely and only accessible by authorized personnel.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right to Access: Request access to the personal data we hold about you.

• Right to Rectification: Request corrections to inaccurate or outdated information.

• Right to Erasure: Request the deletion of your personal data under certain circumstances.

• Right to Restrict Processing: Request limitations on how your data is processed.

• Right to Data Portability: Receive your personal data in a structured, commonly used, and machine-readable format.

• Right to Object: Object to the processing of your personal data based on legitimate interests.

• Right to Withdraw Consent: Withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise these rights, please contact our Data Protection Officer at [insert contact email].

10. Children's Privacy

The Society of Augustus only accepts members aged 16 and older. Individuals under this age cannot submit membership applications. If a member is found to have provided false information about their age, their membership may be revoked.

Fellows under the age of 16 with parental consent before the time of writing this policy are allowed to remain under a grandfather clause. This is accompanied by a safeguarding policy and audits to ensure we keep our under 16s safe online, especially in our webspace

11. Use of Cookies and Tracking Technologies

Our website and online platforms may use cookies and similar tracking technologies to enhance user experience, analyze usage patterns, and ensure security.