The Royal Over-Seas League is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy notice, and ROSL’s Data Protection Policy.

Registered with the ICO (Information Commissioner's Office) under number ZA106849.

How we use your information

This Privacy Notice tells you what to expect when ROSL collects personal information. It applies to information we collect about:

  • Visitors to our website and our social media accounts
  • Members of the Royal Over-Seas League: current, past and prospective 
  • Members of reciprocal clubs
  • Current, past and prospective Friends of ROSL ARTS
  • ROSL ARTS Annual Music Competition entrants
  • Visitors to the ROSL London Clubhouse
  • Job Applicants and our current and former employees and contractors
  • Volunteers working on behalf of ROSL.

Visitors to our website

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Use of cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
  • If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at This email address is being protected from spambots. You need JavaScript enabled to view it.
  • We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen. 

Social Media

We use a third-party provider, Hootsuite, to manage our social media interactions.

If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.

Members: current, past and prospective

Membership applicants are asked to complete an application form, providing name and address, nationality, date of birth, email and phone number. The application also asks for the names of the membership proposer and seconder. If opting to pay your membership fees by Direct Debit, then you will be asked to provide bank account details. You will also be asked to confirm your communication preferences.

Your information will be stored in the ROSL Membership Database – available only to members of the Membership Department and front of house staff. It will be used for managing your membership, including sending renewal reminders and delivery of membership benefits such as newsletters, information about events, and your copy of Overseas Journal. Your information will also be stored in our Reservations system to help with future room and restaurant bookings (whether on-line or by telephone).

Your paper application form will be securely stored for a period of seven years after your application, after which it will be destroyed. Your membership records will be retained for the duration of your membership and for a period of 18 months after your membership expires. After which it will be deleted. If you signed a Direct Debit mandate, the signed mandate form will be securely stored for a period of seven years after the end of your membership.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Use of Data Processors

Data processors are third parties who deliver elements of our operations for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

  • Your information will be provided to RedKite Internet Web Design (www.redkite.co.uk ) for the purposes of managing the ROSL online Member Portal.
  • If you consent, your information will be provided to the Branch Secretary of your local ROSL Branch. They may use this information to contact you directly about branch activities in your areas.
  • If you are resident in Scotland or the Anglo-Scottish borders, your details will be passed to the Membership Department of the Royal Scots Club (RSC), so that they can ensure you receive the appropriate benefits and use of the clubhouse. The RSC will not use your data for their own marketing activities.
  • ROSL uses Campaign Monitor (www.campiagnmonitor.com) for processing its electronic newsletters and other communications. Campaign Monitor is based in the United States, but is a signatory to the EU/US Privacy Shield agreement to ensure that your data is treated in accordance with EU-approved Data Protection standards.
  • If you stay in the clubhouse, or book a meal in one of the restaurants, then your name, room number, and membership number will be passed to our catering partner, Graysons Restaurants Ltd, as a part of the booking process.
  • ROSL uses SurveyMonkey to send on-line surveys to members. SurveyMonkey is based in the United States, but is a signatory to the EU/US Privacy Shield agreement.
  • ROSL uses external mailing houses to manage the delivery of Overseas Journal and membership renewal packs.
  • ROSL uses WorldPay (UK) Ltd for payment processing in the clubhouse and operates in compliance with Payment Card Industry (PCI) standards.

Temporary Members

As a temporary member staying at the clubhouse, your information will be stored in our Reservations system as part of the process for managing your stay.   We retain this data solely as accounting records, and do not use it for marketing or other promotional activities.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Members of Reciprocal Clubs

Members of Reciprocal Clubs who visit and use the clubhouse facilities are required by the Club’s Rules to provide a Letter of Introduction from their Club.  

ROSL retains a copy of the Letter of Introduction until the member’s stay has ended, and it is then destroyed. If you are staying at the clubhouse, we will record your name and contact details for the purposes of correctly charging for your stay. Our membership and front of house teams will have access to this information.

The information will be retained as a part of our accounting records for seven years, and will then be deleted.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Friends of ROSL ARTS

People who apply to become a ‘Friend of ROSL ARTS’ are asked to provide name, address, date of birth, email address, telephone number, and bank account information (if a Direct Debit is being set up). If you are making an additional charitable contribution, you will also be asked to confirm that you are a UK Taxpayer for Gift Aid purposes.

Your name will be retained in the ROSL Membership database and ROSL ARTS contact database. Your name will be used to send you information about future ARTS events. Your name and membership number will be shared with other ROSL departments to ensure that you receive your ‘Friends’ discounts and benefits. If you decide to end your membership, your records will be retained for a period of 18 months after the end date of your membership, after which it will be deleted.

Applicants for the ROSL ARTS Annual Music Competition

As an applicant for the Music Competition, you are asked to provide us with your name, address, email address, date of birth and category of instrument. You will also be asked to provide a video audition tape, a copy of a birth certificate, a resume and short biography and a photograph.

We collect this information through GetAcceptd, an online performing and visual arts network based in the United States. Your data will be stored by GetAcceptd and can be accessed by ROSL ARTS Competition organisers.  You should review the Privacy Policies of GetAcceptd to ensure you are happy with them. https://getacceptd.com/privacy-policy/

After the end of the Competition you are free to retain your profile on GetAcceptd or remove it.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. The names of prizewinners will be published on the ‘Alumni’ page on the ROSL website, and ROSL will offer you the option of being added to their contact database, so as to include you in future mailings.

Applicants for the ROSL Visual Arts Scholarship

As an applicant for the Visual Arts Scholarship, you are asked to provide your name, address, email address, and a brief proposal for the scholarship.This information is collected through CuratorSpace, a UK-based on-line network for artists. Your data will be stored by CuratorSpace and forwarded to The Art House. You should review the Privacy Policies of CuratorSpace and The Art House, Wakefield to ensure you are happy with them.

https://www.curatorspace.com/legal/privacy-policy

http://www.the-arthouse.org.uk/PRIVACY_POLICY.pdf

The names of past Visual Arts Scholars are published on the ROSL website.

Visitors to the ROSL London Clubhouse

Non-members visiting the clubhouse as guests of members are asked to sign a visitor’s book which asks for your name, address, and date/time of arrival.

We will only use this personal information for the purposes of managing access to the building and ensuring the safety of visitors in the event of a fire alarm or other evacuation. The information is not transcribed to any other system or passed to anyone else.

Banqueting and Events

ROSL’s events and restaurants are managed in partnership with Graysons Restaurants Ltd. If you book one of the events spaces or a table, then your information will be recorded by Graysons Restaurants for the purpose of managing your booking or event.

Grayson’s Privacy Notice: https://www.graysonsvenues.com/privacy-policy/

ROSL/ARTS Events

We retain register of attendees for the purposes of tracking the attendance levels of each event. We may ask to use your details for the purpose of sending you information about future events.

All public events are booked through EventBrite – An on-line events and ticketing service based in the United States. EventBrite are signatories to the US/EU Privacy Shield agreement which ensures that your data is treated in accordance with EU-approved Data Protection standards.

EventBrite Privacy Notice: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB

If you book an event by phone, ROSL staff will record your information into the EventBrite system.

CCTV

ROSL operates a CCTV system throughout the London clubhouse and outside spaces to prevent and detect crime and ensure the safety of members, visitors and staff.

Only authorised ROSL staff are permitted to review CCTV recordings, which are accessible only with a unique username and password. Images are retained for a period of 90 days and then automatically destroyed. No audio is captured or recorded. The  ROSL CCTV system only covers the ROSL building and grounds, and has no view of public roads.

WiFi

Visitors to Over-Seas House are free to make use of WiFi internet access. The ROSL WiFi system will temporarily record data about the device you are using, and your approximate location within the building. No information about your Internet usage is tracked or recorded, and all connection records are deleted as soon as you disconnect from the WiFi network.

Job applicants and our current and former employees and contractors

ROSL is the data controller for the information you provide during a job application process, and during your employment.  If you have any queries, please contact This email address is being protected from spambots. You need JavaScript enabled to view it.

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Assessments

We might ask you to participate in assessments; complete tests or questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
  • We will contact your referees, using the details you provide in your application, directly to obtain references

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • We will also ask you to complete a questionnaire about your health. This is to establish if we need to make any workplace adaptations or adjustments, for you to carry out your role.
Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Kingston Smith

If you are employed by ROSL, relevant details about you will be provided to Kingston Smith who provide payroll services to us. This will include your name, bank details, address, date of birth, national insurance number and salary.

Here is a link to their Privacy Notice: https://www.kingstonsmith.co.uk/privacy-policy/

Recruitment Agencies and Websites

If you use an online application system, you will provide the requested information to the recruitment agency or websites who provide this online service for us. Once you click ‘apply now’ you will be taken to the agency’s or recruitment website and they will hold the information you submit but ROSL will have access to it.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for six months from the closure of the campaign.

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus six years following the end of your employment. This includes your fitness to work, records of any security checks and references. Information provided to pension providers will be stored for as long as a fund exists.

As an employee of ROSL, relevant details about you will be provided to a number of data-processors in the course of delivering employee benefits such as health insurance, childcare vouchers, and pension savings. A full list of data-processors is available on request.

Volunteers working on behalf of ROSL

As a volunteer, working within the local Branch network, your contact information will be stored by ROSL. If you have been assigned a ROSL email address, then all communications to and from that address will be retained in the League’s email system (and backup files) for at least six years. ROSL uses Office 365, with Microsoft acting as a Data-processor for ROSL.

Your rights

Under the Data Protection Act 1998 and the General Data Protection Regulations you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly

Complaints or queries

ROSL tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

In the first instance, you can contact us on This email address is being protected from spambots. You need JavaScript enabled to view it.

Access to personal information

ROSL tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998 or the EU General Data Protection Regulations. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to ROSL for any personal information we may hold you need to put the request in writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us.

You can also get further information on:

  • Agreements we have with other organisations for sharing information;
  • Circumstances where we can pass on personal data without consent for example, to prevent and detect crime.
  • Our instructions to staff on how to collect, use and delete personal data; and
  • How we check that the information we hold is accurate and up to date.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 22 May 2018.

How to contact us

If you want to request information about our privacy policy you can email us or write to:

Data Protection Team
Royal Over-Seas League
Over-Seas House,
Park Place, St James’s Street
London
SW1A 1LR

This email address is being protected from spambots. You need JavaScript enabled to view it.