Eglwyswrw and District Heritage Society

Data Protection and Use of Personal Data

The General Data Protection Regulation (GDPR), which came into force on 25th May 2018, regulates the rights of individuals over their personal data, in digital and hard copy and all other formats, and requires that organisations document how and why they process such data. 'Personal data' is any information relating to a living person, by which that person might be identified, and 'Processing' is any activity carried out involving personal data, including holding and storing it.

The Eglwyswrw and District Heritage Society (the Society) is an association of individual members who are interested and concerned with the heritage, traditions and local history of the modern civil parish of Eglwyswrw and its environs. Its officers (Chairperson, Vice Chairperson, Secretary and Treasurer) are elected annually, and its management decisions are made by the members at monthly meetings and the Annual General Meeting. This document describes the personal data that the Society collects and how it manages and uses this.

The Society is the Data Controller for all personal data that it holds and processes. It may be contacted through its e-mail address, to which there is a link on the home page of the Society's website.

The Society may obtain, hold and process personal data usually consisting of personal details such as name, postal and e-mail addresses, and telephone number, and membership subscription details, but in some cases we may hold other information such as particular expertises, membership of other societies, web addresses, photographs etc.

The Society does not normally hold or process sensitive personal data (as defined by the GDPR) or special category data (as defined by the GDPR).

The personal data held by the Society is obtained directly from members or correspondents or in some cases from a third-party organisation with common interests to those of the Society (such as a local history society or community organisation).

The Society holds this personal data on the lawful basis of Legitimate Interests, being information necessary to implement and manage our activities and processes in achieving the objectives stated in our Constitution. Only information required for these purposes is obtained and processed, without which the Society is unlikely to be able to fulfill its purposes.

The Society does not disclose the personal data it holds without the express consent of the individuals concerned, unless there is an overriding legal obligation to do so. It does not share this data with any other organisation for marketing, market research or commercial purposes. It does not use cookies on its website or pass details to other websites. It does provide links to other websites from its own site but has no control over these. People using these links are advised to read the privacy policies on those websites to find out what they do with their information. The Society will not hold or process personal information that it may receive when its website is accessed from another website.

The Society uses the personal data it obtains and/or holds to :
• To manage membership, maintain a register of members and communicate with members
• To manage financial records and accounts
• To respond to enquiries or requests for information or assistance with research relating to the aims and objectives of the Society.
• To advertise and report its own meetings, events, and publications to other organisations with common interests to those of the Society (such as local history societies or community groups) in its environs, and to the local press.
• To provide contact details of speakers, groups and individuals offering local history services, talks and presentations (with their consent or at their request) to other organisations with common interests to those of the Society (such as local history societies or community groups) in its environs, and to correspondents with like interests (at their request).

The Society will hold and process the personal data of members until their membership ceases. Personal information received by the Society from other organisations and individuals will be appropriately held and processed until the purpose for which the Society holds the information has been achieved, or the consent to hold the information expires or is withdrawn.

The GDPR confers certain rights upon individuals whose personal data is held by the Society. These are the right to gain access to their personal data; to have inaccurate or incomplete personal data rectified; to restrict the processing of their personal data; to have their personal data erased; to restrict the processing of their personal data; to obtain and reuse their personal data for their own purposes; to object to the processing of their personal data in certain circumstances; to object to automated decision making and profiling. Detailed explanations of these rights can be found at ico.org.uk

If you are unhappy with the Society's handling of your personal data, or believe that the Society may not be meeting the requirements of the GDPR, you should contact the Society in the first instance, at its e-mail address to which there is a link on the home page of the Society's website. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk

This statement may be revised at any time in line with developments in the Society's activities and in law or guidance, or other changes in circumstance.

 

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