Chorley Historical & Archaeological Society - Data Protection Privacy Policy

Chorley Historical & Archaeological Society
Data Protection Privacy Policy
1. Introduction
Local 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 the Data Protections Acts

2. Why do we collect your personal information?
• To record a list of members and manage subscription payments

3. What information do we hold?
• Members’ names
• Speakers’ contact details

4. Who uses this data?
• Committee members
• The Data Controller is the chairman
• The Data Processors are the treasurer and the secretary.

5. Where is this information stored?
• Electronic and paper records held by the membership secretary, treasurer and chairman. 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 Word document with members’ names
• Sign-in sheet

7. Consent for data collection & storage
• New members will be provided with a copy of this policy
• This privacy notice is displayed on the website and a copy is given to all prospective members

8. Retention of Personal Information
• Members’ personal information will be stored so long as they are members.
• If a member should leave the society this information will be destroyed following a review of membership records.
• If an ex-member wishes to continue to receive communications from the society 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.

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