1. Introduction

To comply with the General Data Protection Regulation (GDPR) Hope Historical Society is required to have a policy on why members’ personal information is collected and how it is used and stored.

  1. Why do we collect your personal information?

In order to maintain a list of paid up members and to send members information on meetings, field trips and other matters of interest to members.

  1. What information do we hold?

Members’ Names, Postal and Email Addresses and Telephone numbers.
Speakers and other organisations contact details.

  1. Who uses this data?

The data is used by HHS Committee members.

  1. Where is this information stored?

Electronic and paper records held by the Chairman, Secretary and Treasurer.
These officers will keep members’ contact details confidential and not share them with third parties without the permission of the individuals.

  1. Types of data

Spread sheets with members’ contact details. Emails & Correspondence.
The Website.

  1. Consent for data collection & storage

All members of HHS are asked for their personal details and for their consent to store this information. This privacy notice is displayed on the HHS website and a copy is given to all prospective members.

  1. Retention of Personal Information

Members who have not renewed their subscription will be assumed to have left.
Members’ personal information will be stored as long as they are members.
If a member leaves the Society this information will be removed from the current database following an annual review of membership records.
Ex-members who wish to continue to receive communications from HHS can have their details retained until they ask for them to be deleted.
Other records will be stored only for as long as it is necessary. For example speakers’ details should they be asked to return to give a further talk.

  1. Rights of individuals – the GDPR includes the following rights for individuals:
    • the right of access;
    • the right to rectification;
    • the right to erasure;
    • the right to restrict processing;
    • the right to object.

August 2018.