Radley History Club is based in the village of Radley in Oxfordshire and has 50+ members. The Club’s purpose is to study the history of Radley and the surrounding area by any suitable means that members desire. Meetings with a speaker are normally held at the Church of St James the Great, Radley. The Club is a member of the British Local History Association, Oxfordshire Local History Association and Oxfordshire Buildings Record.
- what personal data the Club collects from (i) its members, (ii) people ordering Club publications online; (iii) people interviewed as part of the Club’s oral history programme; and (iv) guests at speaker meetings
- the personal data held by the Club on booked and prospective speakers at its monthly meetings
- how this information is used
- the legal basis under the General Data Protection Regulation (GDPR) for holding and processing the data
- how long the data will be retained
- how an individual can contact the Club to find out what personal data is held on them
It also outlines the Club’s approach to the handling and processing of personal data within its archive collection.
The Club holds the contact information provided by members on their membership application form (name, address, phone number and email address (if applicable)) or by other means to the Membership Secretary. These details are used to:
- provide members with a copy of the programme card for the year
- alert members to a change to the advertised programme, or the last-minute cancellation or change in the timing/location/format of a meeting or Club event
- send members the monthly Club e-newsletter which tells them about forthcoming meetings and Club events, keeps them up-to-date with Club matters and gives them details of local history events received by the Club
- contact members to ask for help with Club activities
The programme card gives the names, phone numbers and Club email addresses of key people (chairman, membership secretary and archivist).
The legal reason under GDPR for holding and using members’ personal data in this way is legitimate interests. The data are used only in ways members would reasonably expect when they pay their annual subscription and their use does not have a detrimental effect on members’ privacy.
If timing and/or purpose make it necessary, a standard email is sent by the Chairman or Secretary using blind copy (i.e. no member can see the email address of any other member).
When face-to-face speaker meetings are held, members and any guests present are asked to sign in to:
- provide a list of those present in event of a need to evacuate the building
- provide information to the committee on numbers attending meetings
Membership application forms and the meeting attendance lists are held by the Membership Secretary. The membership list is maintained by the Membership Secretary; copies of the list are held by the Chairman and the Secretary in the event of the Membership Secretary not being available or a specific need for them to communicate with members.
Members who have not paid their annual subscription for the next year by the end of the March following the beginning of the Club year in September will, at the Committee’s discretion, be removed from the membership list and Club mailing lists, and their membership application form destroyed. Meeting attendance lists are retained until the end of the Club year in question.
Club publications can be ordered by post, by email, or online from the Club’s website.
The personal data provided by purchasers (name and contact details) are used solely to fulfil the Club’s contract with them to supply the item(s) ordered. Records of these orders are held by the Publications Manager.
Financial records will be retained for six years following the end of the current financial year. Data held in the Club’s PayPal account are retained for two calendar years and in its Mal’s ecommerce account for 56 days.
Speakers at Club meetings
The Club holds the email addresses and phone numbers of booked and prospective speakers to:
- enable it to draw up an annual programme of speaker meetings
- manage that programme effectively, including the payment of fees to speakers under the Club’s contract with them
- contact the speaker to remind them of their booking and in the event of a last-minute problem
Club’s archive collection
The Club has an ever-expanding collection of archive material – photographs, maps, documents, books, audiovisual recordings, and transcriptions of wills. Data protection law ‘recognises that there is a public interest in permitting the permanent preservation of personal data for the long-term benefit of society where relevant’. Data protection law applies only to the data of living persons, not to all records in an archive. In its handling of personal data contained within its archives, the Club will be guided by the guidance on archiving personal data issued by The National Archives.
GDPR includes additional safeguards where material held in an archive could cause ‘substantial damage or substantial distress’ to a living person. RHC does not believe that its archive holds any material of this kind, but as a precaution, the Archivist will:
- ensure that the descriptions of items on the archive website are worded cautiously so as to avoid any risk of damage or distress
- not allow third party access to an item if, on examination of that item, any such risk might reasonably be thought to arise
For the audiovisual archive, these precautions will be taken on the Archivist’s behalf by the person holding this material.
Security of data
All personal data held by Radley History Club are used only for Club purposes. All reasonable physical and technical measures are in place to protect this information. No personal data collected by the Club is stored in the Cloud. The Club does not share personal information with third parties unless specifically required to do so by law.
Access to your information and correction
You have the right to request a copy of the information the Club holds about you. If you would like a copy of some or all of your personal information, please email the Membership Secretary.
The Club wants to make sure that the personal data it holds is accurate and up-to-date. Please contact the Membership Secretary to ask the Club to correct or remove information you think is inaccurate.
Changes to this privacy notice
How to contact Radley History Club