Local societies are required to have a policy on why members’ personal information is collected, how it is used and stored. The purpose of this policy is to comply with the Data Protection Acts.
2. Why do we collect your personal information?
• To record a list of members and manage subscription payments • To communicate information on meetings, talks, field trips and other matters of interest to members
3. What information do we hold?
• Members’ Names, Postal and Email Addresses and Telephone numbers and their interests, e.g. archaeology, history etc. • Speakers’ and archaeological/history organisations’ contact details
4. Who uses this data?
• Committee members • The Data Controller is the Membership Secretary • The Data Processors are the Membership Secretary (members and general information), the Archaeology Organiser (digs) and the Treasurer (history and walks)
5. Where is this information stored?
• Electronic and paper records are held by the Membership Secretary. Email addresses are also held by the Archaeology Organiser and the Treasurer. These officers will keep members’ contact details confidential and not share them with third parties without the permission of the individuals.
6. Types of data •
Electronic spread sheets with members’ contact details Word document with members’ and friends’ email addresses • Members’ and Friends’ forms • Emails & Correspondence • Photographs of individuals. Website & Facebook
7. Consent for data collection & storage
• All members of Holcombe Moor Heritage Group are asked for their personal details and for their consent to store this information. • This privacy notice is displayed on the website and a copy is given to all prospective members.
8. Retention of Personal Information
• Members’ personal information will be stored as long as they are members. • If a member should leave the Society this information will be destroyed following an annual review of membership records. Members failing to pay their subscription will be assumed to have left. • If an ex-member wishes to continue to receive communications from the society their details may be held until they ask for this to discontinue. • Other records will be stored only for as long as it is necessary. For example speakers may be asked to return to give a further talk.
9. Rights of individuals The GDPR includes the following rights for individuals: • the right of laccess; • the right to rectification; • the right to erasure; • the right to restrict processing; • the right to object.