Date: 1 December 2022
(Previous versions are linked at the bottom of this page)
Our contact details
Name: Gwent Family History Society (charity number 702333)
Address: 55 Ailesbury Street, Newport, NP20 5ND
Phone Number: 01633672833
E-mail: treasurer@gwentfhs.org.uk
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers and contacts and characteristics (for example, name and contact details)
- Membership details (for example, type of membership and membership number)
- Financial information (for example, membership and sales information)
- Photographs and videos (for example, recordings of events)
- Website user statistics
- Social media and application identifiers (for example, Facebook and Zoom)
- Family information and member interest database
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Membership application
- Attendance at meetings
- Orders
- Contact
- Interaction with us on social media or through applications
- Publish the Society’s journals
- Operate a members’ interest database (where you opt in)
We also receive personal information indirectly, from the following sources in the following scenarios:
- PayPal
- Zoom
We use the information that you have given us to:
- Maintain membership records
- Contact members or customers placing orders through the website
- Send journals and orders
- Publish the Society’s journal, which contains articles you may write (which may include photographs or copies of materials you supply)
- To apply gift aid
- Maintain financial records of the Society
- Administer the Society and hold general meetings of members
To be able to maintain and administer the Society and provide services to you, we must use third parties. We will never sell your information. We remain in control of your data, but we may need to share your information with certain third parties to operate effectively:
- WordPress plug-ins, such as eMember – these allow us to operate the website and provide you with access to the website
- Our website host – these allow us to operate the website and provide you with access to the website
- Our bankers – we operate a bank account which is used to collect membership subscriptions and payments for products
- Journal printer – we provide names and addresses so that paper copies can be sent to Members
- PayPal – we operate a PayPal account which is used to collect membership subscriptions and payments for products
Our lawful basis for processing information
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) We have a contractual obligation.
In most cases, we process your information at your request to enter a contract with you and / or to perform such a contract. This applies to information such as becoming a member or purchasing products through our website.
(b) We have a legal obligation.
There are times when we are under a legal requirement to process your information. This applies to our legal obligations in relation to accountancy and tax reporting.
(c) We have a legitimate interest.
In some cases, processing your information will be in our “legitimate interests”, for example to manage and improve our service including tracking use patterns and preventing or detecting fraud or abuse. This applies to information such as automated use data as well as to posts and other information which you display on, or send via, our service and to surveys and feedback.
(d) We have your consent.
In some cases, we will process your information with your consent. Where we rely on your consent, you will be told this at the time of collecting the information.
This applies to contact or other information which you give or allow us to use for newsletters, other marketing and for tracking behaviours on our website.
You can remove your consent at any time. You can do this by contacting membership@gwentfhs.org.uk.
How we store your personal information
Your information is securely stored.
In general, we store information until our contract with you has ended.
We may hold some (or all) of your information for longer if reasonably needed for legal, regulatory or tax reasons, to deal with disputes, to prevent fraud or abuse and / or enforce our terms and conditions (typically up to six years).
Our journals are published for members on our website as well as being printed and circulated to Members. Any information you provide in an article for the journal will be available indefinitely for Members of the Society from time to time.
We will keep your information which we use only for newsletters or other marketing until you tell us to stop sending you such messages.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us using the information at the start of this notice if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the information at the start of this notice if you wish to make a request.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Previous versions
Version from 27-04-2018 to 01-12-2022 – https://gwentfhs.org.uk/wp-content/uploads/2022/12/DraftDataProtectionPolicyv2-1.pdf