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.