The Society recognises the importance of ensuring that personal data collected and held about its members is treated confidentially and is stored securely.
This policy reflects the principles and requirements of the General Data Protection Regulation 2018(GDPR) and advice issued by the Information Commissioner’s Office.
Personal data is any information which identifies an individual. The Society keeps the following personal data about members:
- Name and title
- Phone number and/or mobile phone number where
- Email address where
- Membership subscriptions
- Details of any Gift Aid authorities
Personal data is stored on computers operated by members of the Society on a need to know basis: that means information is usually only held by the Secretary and the treasurer. Membership records are stored securely and are password protected.
Some records, such as membership forms and Gift Aid authorities, may be retained in paper format and are held under lock and key by the Membership Secretary and Treasurer.
Personal data is held for as long as deemed necessary within the remit of the legislation. Membership details and Gift Aid authorities will be retained for as long as membership lasts. It may also be necessary to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that there can be response to any enquiries from HMRC about our income or applications for Gift Aid.
Individuals have a right to ask about the information which is held concerning them. The Society will deal with requests promptly and these should made either by writing or emailing the Secretary.
Members also have the right at any time to correct any information held about them which is incorrect or out of date. Members cancelling their membership may ask for their details to be removed from our mailing lists. As explained earlier it may be necessary to retain details of payments made for HMRC enquiries.
The address information held about members is used to circulate the Society’s Canterbury News. For those members who have provided email addresses the information is used to circulate periodic newsletters and information updates about the Society and important matters concerning the heritage of Canterbury.
Occasionally information about events organised by others that may be of interest to members may be circulated but no personal data will be passed to third parties without express permission of members.
All new members will be asked to give their express consent to The Society storing their personal data and for its use as outlined above. Preference is to contact members by email as this helps to keep costs down and means we can send information out more regularly.