South Woodham Ferrers Local History Society

DATA PROTECTION POLICY   General Data Protection Regulations (GDPR)


What personal data does the South Woodham Ferrers Local History Society (SWFLHS) collect?

The data we routinely collect includes members’ names, telephone numbers, addresses and email addresses. The SWFLHS collects this data directly from our members when they join the Society and the membership application form makes clear why this data is being collected.


What is the personal data used for?

We use members’ data for the administration of membership the communication of information relating to the activities of the SWFLHS or other events that are notified to the society, from the Essex Society for Archaeology and History for example.


Who is the data shared with?

Personal data is not passed on by the SWFLHS to any other organisations or individuals.


How is the data stored?

This information is mainly stored in digital form on computers and in paper form on the original membership application forms, paper spreadsheets available at each monthly meeting and also in paper form when lists are compiled for outings etc. Paper copies are stored in an appropriately secure metal document file under the responsibility of the chairman when not in use at meetings.

Members email addresses are stored in Word documents on computers and circulation of information to members is effected by ‘cutting and pasting’ blocks of addresses from the Word document into the ‘Blind Copy’ sending box of each email. The addresses are therefore not stored in the email system’s address books.


Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR the SWFLHS does not have a statutory requirement to have Data Protection Officer. The chairman is ultimately responsible for ensuring that the society discharges its GDPR obligations.


Who has access to the personal data?

The SWFLHS chairman and secretary have access to members’ data in order to carry out their legitimate tasks for the society.


What is the legal basis for collecting this data?

The SWFLHS collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.


How can a member check what data we have about them?

If a member wants to see the basic information we hold about them they should contact either the chairman or secretary. Such information would be provided within one month.


How can a member ask for data to be removed, limited or corrected?

Members could maintain their membership with their correct name but with limited contact details. However we do need to have at least one method of contacting each member. Corrections or alterations should be notified to the chairman or secretary.


How long do we keep personal data for and why?

The SWFLHS keeps members’ data after they resign or do not renew their membership in case they later wish to re-join. However we will delete any former members’ contact details on request.


JF/SWFLHS/GDPR/version1 May 2018