Information we hold
Data which is held, where it came from and who holds it and what they can do with it.
The personal data we hold is entirely submitted by the individuals concerned at the time of joining, re-joining or updating of information relating to their own research or when updating their members interests. This data is received either by the Secretary, Membership Secretary or Editor of the Society. If received by the Editor it will be with the express intention of being published in the society journal as part of an article. If received by the Secretary or Membership Secretary, it will be as a result of a dedicated submission of members interests to be published in the journal. If not expressly stated that it is for this purpose, the receiver of this Data shall obtain permission before this is published. The Data received by the Membership Secretary is recorded on a word processing file, on a computer which is not connected to the internet and the data is backed-up onto a removable hard drive. Where a request to delete all personal information is received, the data would be deleted from the computer file and the Hard Drive Backup at the same time and confirmation sent to the requestor.
Communicating Privacy information
Explain the lawful basis for collecting the data such as their identity, what you do with it, how long you hold it for and that they have a right to complain to ICO if they think there is a problem.
The data is collected at the start of membership of the society and includes the current postal address, Telephone Number and Post Code. At the same time the member can submit details of the Surnames, Dates and locations of their research activities. These are published in the society journal for worldwide distribution to other members and Legal Deposit Libraries in the UK. The society holds these Members Interests in a consolidated list in computerised format and only accessibly by one person. This information can only be accessed by direct contact with the Members Interests Co-ordinator, they only release any Address and/or Surname information to fully paid-up members of the society in the pursuance of family history research. The Address related information is only held for the current membership year by the Membership Secretary and is recompiled at the time of re-joining annually.
Right to be informed; Right of Access; Right of Rectification; Right of erasure; Right to object; Right not to be subject to automated decision-making, including profiling.
Any member of the society has a right to request a copy of information held against their name, a right of rectification and/or change of address information, a right to have their data erased from our recording systems, a right to object to this information being held and a right not to be subject to automated decision-making, including profiling. There is no charge for this request for information.
Application Form Consent
The application form states that ‘The above information will be kept on a computer file. To comply with the Data Protection Act would you indicate below whether, or not, you object to this. The information will not be used for any other purpose.
There is a positive consent on the application form to indicate that you have given your approval to hold the personal data submitted as described in the Information we hold section.
The Membership Secretary is: Angela Jones. Briar Patch, The Ridgeway, Penally, Tenby. SA70 7RJ
The Data Protection contact is Phil Bufton, 3, Cagebrook Avenue, Hunderton, Hereford, Herefordshire. HR2 7AS. firstname.lastname@example.org