Chagford Local History Society: General Data Protection Regulation
The new General Data Protection Regulation (GDPR) came into force on 25th May 2018, following the passing of the Data Protection Act 2017. To comply, the Chagford Local History Society (CLHS) is now required to ask for the explicit consent of everyone whose personal information is held on the CLHS database to use this data and to issue a Privacy Statement. Explicit consent to hold personal data will now be sought through the membership application form which needs to be completed by new members. Existing members will have expressed their consent either by completing a new membership form on renewal, or have signed a consent form.
The data held by CLHS and how it is used
The CLHS has a database of members and their contact details: names, postal addresses, phone numbers, email addresses (where applicable) and subscription status. On becoming a member by paying an annual subscription the CLHS will request this information from you. The data are used and updated by the CLHS’s Secretary and Treasurer to keep a record of membership, tracking annual subscriptions and to allow for communication with members. Without this information we could not easily function as an active membership organisation. In addition to this we also keep a list of volunteers, or people who have expressed an interest in volunteering, for example volunteers (whether they are members or not) who help with the archiving at the Heritage Centre.
The information on this database is never shared with third parties. Occasionally the CLHS will mail out publicity on behalf of other organisations, such as other local history societies or museums, about events or activities that are considered to have an appeal and relevance to the aims of the CLHS.
Data on members will be reviewed every year when annual subscriptions are processed. If members do not renew their annual subscription and their membership lapses, their contact details will be deleted from the database after 12 weeks. The CLHS will endeavour to keep all information accurate, but is reliant on members to advise on any changes in contact details after initial registration.
Under GDPR every individual on our database has various rights, including:
- A right to be informed of how data is collected and used – see the above statement on these two matters
- The right to access – you can request to see what information we hold on you
- The right to restrict use – you may not want to be included in mail outs to members (see below) other than notice of the AGM
- Right to accuracy of information – we will update or rectify any inaccurate details about you, e.g. wrong address, misspelt name, etc.
- Right to have all information about you removed – once you cease to be a member
CLHS mail outs
From time to time the Secretary, the Treasurer or other members of the CLHS committee will need to communicate with the membership, for the following reasons:
- To inform the membership of upcoming annual general meeting or extraordinary general meetings
- To keep members informed of CLHS events, such as upcoming talks and visits organised by the Society.
- To inform members of events and activities pertaining to the history and life of Dartmoor and Devon, which are interest to members organised by other bodies, such as neighbouring local history societies of the Devon History society.
To become a member of CLHS a person will have completed application/consent form that confirms their agreement to the policy.
For further information or questions about CLH’s GDPR policy, please contact the CLHS Secretary or Treasurer – this can be done via the Contact Us page.