Privacy Notices

This notice explains what personal data SCOLMA holds about members, subscribers, enquirers and associates, why it is held, how it is used and how it can be corrected or removed.

What personal data do we hold?

The personal data we routinely collect when you join as a member or subscriber includes your name and title, your postal address, email address, in some cases telephone number, and how you pay.

We process the personal data of enquirers, associates and suppliers as part of our correspondence or business with them. For those who visit our website data collected includes your IP address, geographical location, browser type, referral source, length of visit and number of page views.

Why is personal data held and what is our legal basis for processing data?

SCOLMA holds personal data in order to conduct its operations and activities and administer its members and subscribers. The legal bases for processing personal data are explicit consent (membership/subscription applications and renewals, requests to be on mailing list, use of website) and meeting the requirements of a contract. We may also rely on the legitimate interests basis for processing personal data.

How do we use personal data?

We use personal data to manage and administer membership and subscriptions, to issue subscribers and purchasers with copies of our publications, to answer enquiries, to issue invitations to our events, to manage events and provide hospitality, and to keep in contact for these purposes.
To meet specific legal requirements we maintain records, such as accounting records.
For archiving purposes we may maintain and preserve selected records as archives for their enduring evidential, historical or research value.

Whom do we share personal data with?

SCOLMA’s committee members have access to personal data to allow them to carry out their legitimate tasks and offices.
We share some data (names, emails and postal addresses of those receiving print issues) with our publishers, Cambridge University Press, in order to dispatch our publications to subscribers, purchasers, editors and reviewers and to assist in the resolution of any queries relating to publications. Cambridge University Press’s privacy notice can be seen on its website at
Personal data is also shared with third party providers who will process it to support us in fulfilling our obligations and responsibilities, for example software and system providers. Some third party providers such as Google store data outside the EEA or EU. Google’s privacy policy is available at .
We may also share data with government departments or agencies to whom we have a statutory obligation to release information on a case by case basis in accordance with data protection laws.

We will not share your data with anyone else without your specific consent.

How do we keep your data secure?

Your data can only be accessed by SCOLMA committee members who require it to carry out their legitimate tasks and by our publishers if you receive our publications. Your data is stored securely and we will not share your details with anyone without your specific consent.

How long do we keep personal data?
We keep personal data for as long as it is needed for the purposes for which it was collected and in line with legal requirements.

How do we use cookies?

Our website uses cookies which are small pieces of information sent to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. It is possible to switch off cookies by setting your browser preferences although this will have a negative impact on the usability of the website.  Please see point 2) in our detailed website privacy policy below for further details on our website’s cookie policy.

Your rights

You have the right to be informed of and request copies of the personal data we hold about you and to have it corrected, updated or erased in line with the provisions of the General Data Protection Regulation.

Please contact the Chair at

Right to complain

If you are unhappy about the way your information is being handled you have the right to complain to the Information Commissioner’s Office (

This notice was last updated in December 2022.

The following information represents the Privacy Policy for the website

By using our website and services, you accept the terms detailed in this Privacy Policy in full.
If you disagree with the terms detailed herein or any part of this Privacy Policy, you must not use our Website or Services.

(1) What information do we collect?
We may collect, store and use the following kinds of personal data:
(a) Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views)
(b) Information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services.
(c) Information that you provide to us for the purpose of registering with us.
(d) Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.
(e) Any other information that you choose to send to us.
(2) Cookies
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We [may] use [both] “session” cookies” and “persistent cookies” on the website. We will use the session cookies to keep track of you whilst you navigate the website, and we will use the persistent cookies to enable our website to recognise you when you visit.
Session cookies will be deleted from your computer when you close your browser.
Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
We use Google Analytics to analyze the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at:
Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking ‘Tools > Internet Options > Privacy’ and selecting ‘Block all cookies’ using the sliding selector.) This will, however, have a negative impact upon the usability of many websites, including
(3) Using your Personal Data
Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.
We may use your personal information to:
(a) Administer the website.
(b) Improve your browsing experience by personalising the website.
(c) Enable your use of the services available on the website.
(d) Supply to you services purchased via the website.
(e) Send statements and invoices to you, and collect payments from you.
(f) Send you general (non-marketing) commercial communications.
(g) Send you email notifications which you have specifically requested.
(h) Send to you communications relating to our field of Interest [or the details of carefully-selected third parties] which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require communications).
(i) Provide third parties with statistical information about our users – but this information will not be used to identify any individual user.
(j) Deal with enquiries and complaints made by or about you relating to the website.
Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
All our website financial transactions are handled through our payment services provider, Paypal. You should only provide your personal information to Paypal after reviewing the Paypal privacy policy (available at We will share information with Paypal only to the extent necessary for the purposes of processing payments you make via our website.
(4) Disclosures
We may disclose information about you to any of our officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy policy.
In addition, we may disclose information about you:
(a) To the extent that we are required to do so by law;
(b) In connection with any legal proceedings or prospective legal proceedings;
(c) In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and
(d) To the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling.
Except as provided in this privacy policy, we will not provide your information to third parties.
(5) International data transfers
Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this privacy policy.
If you are in the European Economic Area (EEA), information which you provide may be transferred to countries which do not have data protection laws equivalent to those in force in the EEA.
In addition, personal information that you submit for publication on the website will be published on the internet and may be available, via the internet, around the world.
You expressly agree to such transfers of personal information.
(6) Security of your personal data
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted using SSL technology.
Of Course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
You are responsible for keeping your password and user details confidential. We will not ask you for your password.
(7) Policy amendments
We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.
We may also notify you of changes to our privacy policy by email.
(8) Your rights
You may instruct us to provide you with any personal information we hold about you.
(9) Third party websites
The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
(10) Updating information
Please let us know if the personal information which we hold about you needs to be corrected or updated.
(11) Contact
If you have any questions about this privacy policy or our treatment of your personal data, please write to us by using our Contact page form

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