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Data Protection

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S&RHS Policy on Data Protection and Privacy.   January 1 2025

(Last revised January 2025)

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  1. S&RHS holds the following information on its members:

    1. Name

    2. Address

    3. Phone number

    4. Email address

  2. Membership data is stored on an EXCEL file controlled by the membership secretary

  3. The secretary holds records of members who have attended General Meetings of the society. These are held in hard copy only and are not used for any other purpose.

  4. Ongoing access to the membership data is restricted to those trustees deemed by the committee to need immediate access to the list. These currently comprise the person responsible for distribution of the journals and the journal editor. Access may be agreed on an ad hoc basis when communication with some or all members is necessary.

  5. When a member dies or gives up membership, his or her data is deleted from the electronic membership list. Records of past members are retained as a useful historical research tool.

  6. Membership data is used for the following purposes:

    1. To advise members of forthcoming events including but not limited to talks, outings, General Meetings of the society, and that subscriptions are due or overdue

    2. To advise members of or consult them on matters of interest relating to the Society

    3. To post, email or hand deliver the journal to members

    4. To claim gift aid where appropriate.

    5. To authorise access to the members-only area of the website on request

  7. Membership data will not regularly be shared with any third parties other than HMRC for gift aid claims. It may be made available to third parties where, for instance, analysis of the responses to an online questionnaire is required but the data will not be released to such third parties for any commercial use.

  8. Committee members are aware that current and past membership lists are confidential and must not be given or shown to any third party.

  9. We also obtain data on non-members under the following circumstances:

    1. Research enquiries made in person, by post or online: the enquirer leaves contact details so that we can respond to the enquiry. This data is not used for any other purpose and will not be distributed beyond the circle of those dealing with the enquiry

    2. Purchase of books. Name and address supplied so that the books can be delivered. This is a commercial contract and we do not use the data for any other purposes. Data obtained via website publication enquiries and orders is deleted 60 days after receipt of the order.

  10. The society conducts surveys from time to time. These are analysed by one or more committee members following which the hard copies are destroyed. If the respondent asks to be kept informed about the society’s activities this will be noted and from time to time the respondent will be invited to ‘unsubscribe’. An online survey may be subject to data analysis by a third party but the data will not be released to such third parties for any commercial use and will be deleted from the third party’s records after the data has been analysed.

  11. ‘Object Entry Forms’ for donations to the museum: these forms include the name, address, email and phone number of the donor. This data is kept by the archivist in hard copy as an essential record of the provenance of the object. The personal data is not used for any other purpose and will not be passed to any third party (such as a researcher) without the donor’s or his / her executors’ or representatives’ consent

 
Privacy Notices

We will print privacy notices as follows (though these may be amended by the committee from time to time) on Membership forms and on the website:

Personal information supplied by you to the society will not be shared with third parties, except as required to claim gift aid on subscriptions or donations or as otherwise required by law, or in connection with analysis of responses to online surveys in which you have chosen to take part. We will use your data to communicate with you about the society’s activities from time to time. If you cease to be a member of the society your personal data will be deleted from our membership list. A record of your membership will be maintained by the society’s archivist as a historical record and may be made available, at the society’s discretion, to future local history researchers: this will not include your telephone number or email address which will be deleted from our records.

If you wish us to cease holding any such personal data, or to make changes to it, you should let us know in writing or by email. If you have any questions about the use of your personal data please contact the membership secretary or any other committee member. 

A copy of the society’s complete Policy on Data Protection and Privacy will be held on our website and can be provided on request by a member of the committee.
 

Further Action

We will review this policy at least every two years, or more frequently in response to a change in the law. 

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Approved by the committee on 8 January 2025

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