GDPR/Privacy Policy


1. Introduction

History Societies are required to have a policy on why members’ personal information is collected, how it is used and stored. The purpose of this policy is to comply with Data Protection Acts including the General Data Protection Regulation (GDPR).

2. Why do we collect your personal information?

• To record a list of members and manage subscription payments
• To communicate information on meetings, field trips and other matters of interest to members

3. What information do we hold?

• Members’ Names, Postal and Email Addresses and Telephone numbers. • Speakers and partner organisations contact details

4. Who uses this data?

• WHS Committee members
• The Data Controller is the Chairman
• The Data Processors are the Chairman, Treasurer, Secretary and Speaker Secretary

5. Where is this information stored?

• Electronic and paper records held by the Chairman, Treasurer and Secretary. These officers will keep members’ contact details confidential and not share them with third parties without the permission of the individuals.

6. Types of data

• Electronic spread sheets with members’ contact details • Sign-in books
• Emails & Correspondence
• Photographs of individuals.
• Website.

7. Consent for data collection & storage

• All members of WHS are asked for their personal details and for their consent to store
this information. This privacy notice is displayed on the WHS website and a copy is given to all prospective members.

8. Retention of Personal Information

• Members failing to pay their subscription will be assumed to have left.
• Members’ personal information will be stored as long as they are members.
• If a member should leave the Society this information will be destroyed following an annual review of membership records.
• If an ex-member wishes to continue to receive communications from WHS their details may be held until they ask for this to discontinue.
• Other records will be stored only for as long as it is necessary. For example speakers may be asked to return to give a further talk.
• Society members and members of the public who have subscribed to our ebulletin update service can unsubscribe at any time via the link provided in all of our emails. Once unsubscribed, any personal information stored on our ebulletin database will be deleted/destroyed with immediate effect.

9. Rights of individuals – the GDPR includes the following rights for individuals:

• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to object.

This policy was published in April 2018.