Kent Family History Society will operate in Accordance with the General Data Protection Regulations 2018 on the Lawful basis of Contract.
Our contract with members includes informing them of Annual General Meetings, and distributing a journal in paper or electronic format. In order to fulfil this contract we need to hold and process data as detailed below.
Kent Family History Society recognises that members have the following rights:
- of access to their data,
- to correction of their data,
- to erasure of their data,
- to restriction of the processing of their data,
- and to object in relation to their data.
The Data Controllers are the Officers of Kent Family History Society (Chairman, Vice-chairman, Secretary and Treasurer) and the Data Processors are the Membership Secretary and his/her deputy. Our webmaster and Members’ Interest Co-ordinator are also Data Processors.
Our membership database is held on a secure server and includes contact information which you have provided yourself; name, postal address, e-mail, telephone number together with your class of membership.
We may also hold information about when, and by which means, payment was made on a year by year basis. If you have set up a standing order for payment of your subscriptions the name and branch of your bank may held. We may also have a note of the year when you first joined the Society.
This information is used to send paper journals, to advise that an electronic journal is available to view and for any other purposes connected with the running of Kent Family History Society.
Every three months a list containing names and postal addresses is sent to the printers for use in sending out paper journals. Our printers use a Managed File Transfer System on a secure server and each mailing list file is deleted after 60 days.
If a member ceases to be a member their record is archived for historical reference, but it is not processed again unless that former member rejoins the Kent Family History Society.
None of the data held by Kent Family History Society is shared with or sold to any other third parties. Kent Family History Society does not keep any information about your racial or ethnic origins, political opinions, religious beliefs, physical or mental health, sexual preferences or conviction by any court.
Our members Interests database is held in the Members Only area of the Kent Family History Society’s website and is linked to the membership database, but only shows your name and membership number. It is password protected and each member creates their own password.
It does allow other Society members to contact you if you have entered surnames of interest and a valid e-mail address, but they will not be able to see your e-mail address or other details.
Electronic copies of orders to our online shop are retained on a secure server for 6 years after the end of the relevant financial year. They contain names, addresses, telephone numbers and e-mail addresses of customers but do not contain any information about credit/debit cards.
Membership applications and renewals etc may be retained for up to two years. After that time they are securely disposed of.
Any member may check the information held for themselves by going to https://my.kfhs.org.uk
or they may apply in writing to the Membership Secretary for this information.
Any member wishing to withdraw their consent to the storage, processing and use of their data may do so by contacting the Membership Secretary in writing.
Kent Family History Society. March 2018.