SRHS Policy on Data Protection and Privacy. May 2018
1. SRHS holds the following information on its members:
- Phone number
- 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. Copies of the membership data were historically distributed electronically to all trustees. In future distribution will be restricted to those trustees deemed by the committee to need immediate access to the list.
5. When a member dies or gives up membership his data is deleted from the electronic membership list. Records of past members will be retained as a useful historical research tool.
6. Membership data is used for the following purposes:
- To advise members of forthcoming events including but not limited to talks, outings, General Meetings of the society, reminders that subscriptions are due or overdue
- To post or hand deliver the journal to members
- To claim gift aid
7. Membership data is not shared with any third parties other than HMRC for gift aid claims
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:
- Research inquiries: the enquirer leaves contact details so that we can respond to the inquiry. This data is not used for any other purpose and will not be distributed beyond the circle of those dealing with the enquiry
- 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
- The society conducts surveys from time to time. These are analysed by the museum curator following which the hard copies will be 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’.
- Object Entry Forms’ for donations to the museum: these forms include the name, address 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
We will in future print privacy notices as follows (though these may be amended by the committee from time to time) on Membership forms and on the website. The attached memo will be included as a flyer in the forthcoming journal and thus go to all existing members:
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. 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 is available on our website or by request to a member of the committee.
We will review this policy at least every two years
Approved by the committee on 3 May 2018