Privacy Statement

May 2018

NOTTINGHAMSHIRE LOCAL HISTORY ASSOCIATION

Data Protection and Use of Personal Data

DATA PROTECTION ACT 1998 AND GENERAL DATA PROTECTION REGULATION

  1. The Data Protection Act 1998 (DPA) regulates the processing of personal data by Nottinghamshire Local History Association, including both digital and hard copy personal data and all other formats. ‘Personal data’ is any information relating to a living individual, and ‘processing’ is any activity carried out involving personal data, including holding and storing it.  On 25th May 2018 the DPA will be superseded in the UK by the General Data Protection Regulation (GDPR) which provides individuals with enhanced rights and imposes increased responsibilities on organisations processing personal data.  This statement applies under both the DPA and GDPR.
  2. This statement establishes Nottinghamshire Local History Association’s procedures governing the collection, retention, use and disclosure of personal data.
  3. Nottinghamshire Local History Association is the data controller for all personal data that it holds and processes.
    1. Nottinghamshire Local History Association’s contact details are: John Parker, 124 Churchill Drive, Ruddington, Nottingham NG11 6DG
    2. Nottinghamshire Local History Association’s Data Protection Officer is: David Anderson, 35 Sycamore Road, East Leake, Loughborough LE12 6PP
  4. Nottinghamshire Local History Association may obtain, hold and process personal data including personal details usually consisting of name, postal address, email address and telephone number details but in some cases we would also hold other information such as dates-of-birth, membership subscription details, web addresses etc. Nottinghamshire Local History Association would not normally hold and process sensitive personal data (the term used by the DPA) and special category data (the term used by GDPR) including racial or ethnic origin, religious or philosophical beliefs, biometric data, and physical or mental health data.
  5. Personal data held by Nottinghamshire Local History Association is obtained directly from individuals (our members or correspondents) or in some cases from a third-party organisation involved in the services provided by the Association (for example a local history society or community group).
  6. Nottinghamshire Local History Association may disclose personal data to external agencies to which it has obligations (for example to the Charities Commission or to HMRC).
  7. Personal data is obtained, processed and disclosed only where and when Nottinghamshire Local History Association is allowed to by law (for instance carrying out an agreement we have with individuals, fulfilling a legal obligation, because there is a legitimate interest in doing so or where individuals specifically agree to it).
  8. Nottinghamshire Local History Association holds the personal data of individuals (including its members and correspondents) in order to implement and manage our services and processes relating to the objectives stated in our Constitution. Only information required for these purposes is obtained and processed, and without it Nottinghamshire Local History Association may not be able to provide its services or fulfil its purposes.
  9. Nottinghamshire Local History Association uses personal data as follows:
    1. To manage membership, maintain a register of members and communicate with members
    2. To manage a register of trustees.
    3. To manage the processing and reporting of Gift Aid.
    4. To manage a distribution list for the circulation of newsletters.
    5. To advertise events and meetings.
    6. To advertise contact details of local history societies and groups.
    7. To advertise contact details of speakers, groups and individuals offering local history services, talks and presentations.
  10. Individuals whose personal data is held by Nottinghamshire Local History Association have the following rights regarding their data:
    1. The right to request access to their personal data held by the Association.
    2. The right to have inaccurate or incomplete personal data rectified.
    3. The right to erasure of personal data. Unless otherwise notified the Association will retain contact details for a maximum of 1 year and Gift Aid records for a maximum of 7 years after membership lapses or is cancelled, newsletter subscription details will be deleted on request.
    4. The right to restrict the processing of personal data. Individuals have the right to block the processing of their personal data by Nottinghamshire Local History Association in specific situations.
    5. The right to object. Individuals can object to the processing of their personal data by Nottinghamshire Local History Association in certain circumstances, including the sending and receipt of direct marketing material.
    6. The right to object to automated decision making and profiling. Individuals have the right to object to decisions taken by automatic means without human intervention in some circumstances.
  11. All requests to exercise any of these rights should be made to Nottinghamshire Local History Association’s Data Protection Officer.
  12. Where the processing of personal data or sensitive personal data/special category data is based on the consent of the individual, they have the right to withdraw their consent at any time by contacting Nottinghamshire Local History Association’s Data Protection Officer.
  13. If an individual is unhappy with the Nottinghamshire Local History Association’s handling of their personal data, or believes that the requirements of the DPA or GDPR may not be fully complied with, they should contact Nottinghamshire Local History Association’s Data Protection Officer in the first instance. They also have the right to submit a complaint to the Information Commissioner’s Office; further details can be found at ico.org.uk