Edinburgh Photographic Society (EPS) is a Scottish Charitable Incorporated Organisation (SCIO), registered charity number SC017042, and regulated by the Scottish Charity Regulator (OSCR).

Our governance is guided by our Constitution, which sets out how we operate, elect our Trustees and Council, and manage our charitable responsibilities. EPS is entirely volunteer-run, and our activities are carried out in line with the standards expected of all Scottish charities.

Trustees

The Trustees are the senior office-bearers of the Society and carry legal responsibility for ensuring that EPS is managed properly and in accordance with charity law.

Their duties include oversight of financial management, compliance with regulatory requirements, and ensuring that all decisions and activities support the Society’s charitable aims. Trustees provide overall strategic direction and act in the best interests of EPS and its members.

The Council

The Council is the principal governing body of EPS and is responsible for the day-to-day management of the Society. It consists of around twenty members, including the Trustees, who are elected annually at the Annual General Meeting (AGM).

The Council meets regularly throughout the season to plan exhibitions, events, and programmes, and to ensure that the Society continues to meet its objectives and serve its members effectively.

Accountability and Compliance

EPS operates with transparency and accountability across all aspects of its governance. We are registered with the Information Commissioner’s Office (ICO) under reference ZB699165.

Our approach to governance and data protection is supported by clear and accessible policies covering:

• Constitution (pdf)– outlining the Society’s structure and governance framework.

• Behaviour Policy (pdf) – setting expectations for members and volunteers.

• Privacy (pdf) and Data Protection (pdf) Policies – explaining how we manage personal information in line with the Data Protection Act and GDPR.

• Cookie Policy – describing how we use cookies on our website.

• Members – Fire Safety Plan – sets out the layout of the building, locations of Fire Exits, Extinguishers, Alarms and procedures.

Together these documents ensure EPS operates lawfully, ethically, and in the public interest.

Further Information

If you would like further information about how EPS is governed, or have a question about any of our policies, please use our General Enquiry option on our Contact Form, where the EPS Secretary will be pleased to assist wherever possible.