Your personal data – what is it?
Personal data is information relating to a living individual that could be used to identify that person. The processing of this personal data is governed by the General Data Protection Regulation (GDPR).
2. The data controller – who is it?
Huntingdonshire Family History Society is the data controller, and our Membership Secretary is the Data Protection Officer and first point of contact regarding GDPR. The society decides how your personal data is processed and for what purposes.
3. How do we store and process your personal data?
The Huntingdonshire Family History Society complies with the GDPR by:
Both data sets will be held by the Data Protection Officer at their home and will not be transported elsewhere. Our Treasurer will also hold a computer Excel database of membership details on a dedicated storage device (password protected data memory-stick) plus paper copies of Gift Aid declarations.
Bookstall order forms are kept by the society bookstall manager at their home address and are not transported.
Personal data of individual members may be shared with other society officers if required to provide the member with goods or services as requested by the member.
4. What is the legal basis for processing your personal data?
Signed consent by member when completing membership application form, so that the society can provide the member with the benefits of membership, goods and services ordered, billing and subscription renewal.
5. Sharing your personal data.
Your personal data will not be disclosed to a third party without your consent. If any request is made by a third party to make contact with a member, then the third party’s details will be forwarded to the member by the Data Protection Officer, and the member can establish the contact should they wish.
6. How long do we keep your personal data?
We retain membership data while it is still current, and associated paperwork for up to 6 years after the calendar year to which they relate.
On cancellation of membership, personal data will be removed from the Society computer database. Paper records will be destroyed by shredding when no longer required for administration or financial purposes.
Bookstall order forms will be kept for one year and then shredded.
7. Your rights and your personal data.
You have the following rights with respect to your personal data:
8. Further processing.
If the Society intends to use your personal data for a new purpose not covered by this data protection notice, we will seek your consent for this specific purpose.
9. Contact details.
To exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection Officer:
Hunts FHS Membership Secretary, 1 Hoo Close, Buckden, PE19 5TX
The Information Commissioner can be contacted as follows:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
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5 June, 2018
©2000- . Huntingdonshire Family History Society.