What information do we collect about you?
We collect information about you, known as personal data, such as your name, address, e-mail and telephone number when you subscribe as a member of the society or place an order for products and services. We also collect information when you voluntarily use Contact Us and complete forms in relation to research. Website usage information is collected using cookies
How will we use that information about you?
We collect information about you to process your order and manage your membership subscription to administer the Society. This means that we have a legitimate interest in processing the information.
We also keep this information to comply with our obligations towards members under the Society’s governing documents, as well as under relevant legislation. We will not collect any other personal data from you unless it is needed.
Personal data relating to the Society is held on paper and on computer systems. We must process this information fairly and lawfully.
Who do we share your information with?
We will not disclose personal information about you to other organisations and people, unless the law allows us to or you have given your consent. When we need to share information with others, there is a legitimate interest in sharing this information. We may also need to share it to meet contractual and other legal obligations. We share personal data with the following people and organisations:
- HM Revenue & Customs: for those members who have made a Gift Aid declaration.
- The Publisher: Joshua Horgan Print & Design: who mail the GFHS Journal to your home address and is also available to read via our website and as a download. Your name and address is removed from the publisher’s database after each Journal is mailed to you.
- Banks & Building Societies: To administer Standing Order annual membership subscription payments to the Society.
- MailChimp: may e-mail you about your annual membership subscription and to advise you when the quarterly journal is posted on the website. The e-mail activity is monitored for security reasons. The distribution list we send to MailChimp contain your name and e-mail address only, is transferred to the U.S.A. and is Privacy Framework USA-EU compliant.
- The British Library: Every edition of the Journal is archived, by law, in the public interest and for historical research purposes.
- Website Administrators: The Webmaster and designated GFHS volunteers who process your orders, memberships, answer your queries using the Contact Us form and any other means of communication.
How we may contact you
We may use your personal information to contact you from time to time by post, e-mail or telephone to administer and advise of any change in your membership subscription or remind you if your annual membership is overdue. And if you agree, may bring to your attention family history events and projects you may wish to attend or be involved in. You may inform us at any time if you do not wish to renew your annual membership subscription.
Membership Surname Interests, Research & Genealogical Information.
We would like to share your research, genealogical, personal information and names of interest with other people, worldwide, in the interests of Family History research so that they may exchange information with you.
If you agree your research, genealogical, personal information and surnames of interest will be published in one issue of the Journal and in our members’ section on the Society’s webpage.
How long do we keep personal information for?
We must keep all personal information safe and only hold it for as long is necessary, to meet the requirements of the Society.
We review the personal information held in relation to membership on a regular basis in accordance with our data protection policy (as amended from time to time). If we conclude that certain personal data is no longer needed, that personal data will be destroyed. Details of retention periods for all our records are here.
Access to your information and correction
You can have the right to request a copy of the information that we hold about you. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
Where consent has been given to process your personal information, you can withdraw that consent at any time and you may request that it be removed altogether.
Please note that in certain circumstances, we can override your request where there is a legal obligation to retain the information.
Information will generally be provided to you free of charge, although we can charge a reasonable fee only in certain circumstances.
Cookies are text files placed on your computer to collect standard log in information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
How to contact us
- by email
- Or write to us at, Gloucestershire Family History Society, Clarence Row, Alvin Street, Gloucester, GL1 3AH
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office on 0303 123 1113.