LIVERPOOL & S.W. LANCASHIRE FAMILY HISTORY SOCIETY

PRIVACY STATEMENT

The Liverpool & SW Lancashire Family History Society is committed to ensuring that members’ privacy is protected.

The Privacy Statement below describes how the Society collects and processes your personal data, how it is used and how it is kept secure. It also informs you about the choices you have regarding your personal data.

For the purpose of the General Data Protection Regulations (GDPR) the role of the Data Controller for the Liverpool & SW Lancashire Family History Society will be the Trustee of the Society.

The role of the Data Protection Officer is fulfilled by the Membership Secretary.

On completing an application form every member provides the details requested by the Society in order for the Society to enable each member to gain full benefit from his/her membership.

Any member can withdraw consent for any or all processing of his/her data at any time. By withdrawing consent for the use of any of the personal data held could result in the Society not being able to contact him/her regarding membership or sending out copies of the journal.

1.   What is collected:

The Society collects the following information from its members:

  • Name
  • Address
  • E-mail address
  • Gift Aid records
  • Research Interests

 

2.   How this information is used:

This information, given freely by each member on joining the Society, is used to manage the membership of the Society and to comply with HMRC requirements under Gift Aid, and in particular for the following:

  • Record keeping-enabling efficient management of the Society membership and allocation of a unique membership number identifying each individual as a member of the Liverpool & SW Lancashire Family History Society. This number is used as part of the access details to the Members’ Only Area of the Society’s website.
  • To send each member Society literature (journals etc) to members’ postal address.
  • To print new members’ details in the Society’s journals on joining the Society and to amend members’ addresses when advised.
  • To enable members of the Society to contact each other if Surname interests have been submitted.
  • To be used as identification to report and collect Gift Aid from HM Revenue and Customs if a Gift Aid form has been submitted.

 

3.   How we control members’ personal information:

Liverpool & SW Lancashire Family History Society will control members’ personal information by:

  • Not selling, distributing or leasing members’ personal information to third parties
  • Using members’ personal information only for the purpose of administering Society membership

The Society does not hold any payment card details on file. For Financial transactions carried out on line the Society uses World Pay to manage the buyer’s financial details

4.   Security

The Liverpool & SW Lancashire ensure that members’ personal data is safe by storing it on a secure database the details of which is available on a limited basis to named individual Officers in order for them to carry out work on behalf of the Society.

These details will not be provided to anyone else within the Society or to any third parties.

Designated Officers who have access to Members’ details:

  • Treasurer
  • Membership Secretary
  • Journal Editor
  • Members’ Interests Secretary
  • Forum Administrator
  • Webmaster

Bookshop purchases and subscriptions purchased through the Bookshop are made through World Pay.  No financial details are held by the Bookshop.

5.  With whom does the Society share personal data?

Society Journal

The quarterly journals sent to members are printed and sent by a third party. The printers are supplied with a list of members’ addresses each quarter in order to fulfil the contract they hold with Society. The printers are required to hold the details securely and not share them with any other party. The list is deleted/destroyed immediately the journals have been sent.

The printers are subject to contractual obligations governing data security and confidentiality consistent with this Privacy Statement and applicable laws.

Gift Aid

If a member has signed a Gift Aid form the Society is obliged by law to share that member’s name and postal address with HMRC.

6.   Schedule of Review

If a member has not renewed his/her membership after a period of 2 years all details concerning that member will be destroyed, except for Gift Aid declarations which must be held for 6 years for HMRC audit purposes.

If a member believes that any personal information held by the Society is incorrect or incomplete then please inform the Membership Secretary as soon as possible. Any information found to be incorrect will be amended promptly.

If a member wishes to request details of personal details held by the Society under the GDPR then an application should be made in the first instance to the Membership Secretary. There may be an administration charge of £10 for this service. (examples of requests outlined in DP Policy draft)