General Data Protection Regulation – Herefordshire Family History Society
The personal data we hold is entirely submitted by the individuals concerned at the time of joining, re-joining or updating of information relating to their own research or when updating their members interests. This data is received either by the Secretary, Membership Secretary or Editor of the Society. If received by the Editor it will be with the express intention of being published in the society journal as part of an article. If received by the Secretary or Membership Secretary, it will be because of a dedicated submission of members interests to be published in the journal, which is publicly published. If not expressly stated that it is for these purposes, the receiver of this Data shall obtain permission before this is published. The Data received by the Membership Secretary is recorded on a word processing file, on a computer which is not connected to the internet and the data is stored onto a removable hard drive. Where a request to delete all personal information is received, the data would be deleted from the computer file and the Backup at the same time and confirmation sent to the requestor.
This information is never used for any profiling, digital or otherwise.
Social Media: The society has a Facebook and Twitter account which is administered by separate individual members, these members do not have access to the data submitted to Secretary, Membership Secretary or Editor of the society. No personal information is accessible or posted by these members.
The data is collected at the start of membership of the society and includes the current postal address, Telephone Number, Post Code and email address. At the same time the member can submit details of the Surnames, Dates and locations of their research activities. These are published in the society journal for worldwide distribution to other members, Society exchanges and Legal Deposit Libraries in the UK. The society does not hold these Members Interests in a consolidated list in computerised or any other format. The Address related information is only held for the current membership year and is recompiled at the time of re-joining annually.
Any member of the society has a right to request a copy of information held against their name, a right of rectification and/or change of address information, a right to have their data erased from our recording systems, a right to object to this information being held and a right not to be subject to automated decision-making, including profiling. There is no charge for this request for information.
The application form states that ‘I understand that the above details will be stored on computer disc. The Society is registered under the General Data Protection Regulations. The information is used only for administration purposes and in pursuit of the objects of the Society, namely to promote and encourage the study of Family History.
There is a positive consent on the application form to indicate that you have given your approval to hold the personal data submitted as described in the Information we hold section.
The Membership Secretary is: Jane Cox, 113 Bargates, Leominster, Herefordshire HR6 8QS;
The Data Protection contact is Phil Bufton, 3, Cagebrook Avenue, Hunderton, Hereford, Herefordshire. HR2 7AS. firstname.lastname@example.org