North West Kent Family History Society Privacy Notice

  1. The Society ‘North West Kent Family History Society’ is a not-for-profit body for the education in family history and Genealogical study and research. It is a registered charity No. 282627.

  2. The personal Data collected by the Society is the names and details of its members, which are required to communicate with them to provide the services that, are the benefits of joining and being members of the Society. The data is also used to manage their membership payments.

  3. The full membership data is not shared with any other organisation.

  4. The members name and postal address is shared with the quarterly Journal printer to enable the Journal to be sent to the member.

  5. Where a member has separately consented to gift aided donation (GAD) then the subscription details and donation is shared with Her Majesty’s Revenue and Customs (HMRC) to apply for the recovery of the donation tax.

  6. The Society holds the following information as part of the membership list:-

    Name: 
    Title: 
    Address: 

    Other contact details: Other contact details provided by the member and may include telephone numbers and email address.

    Membership number: 
    Membership payment details: Noting if paid by cheque, postal order, cash, standing order or via PayPal. 
    GAD: Consent for GAD to be applied to the membership donation. 
    Family membership: Where a member is a family member their details are cross-referenced to their other family member. 
    Date of joining: The date the member initially joined the Society. 
    Area: The branch area closest to the members address. 
    Where heard: The place the new member heard of NWKFHS. This information is optional and is not included for all members. 
    Notes: A memo field for notes of specific details given by the member that affects either communication details or their membership payment. 

    Consent-email:

    Consent-post:

    Consent-phone:

     These are 'Yes' / 'No' fields to allow for management consent given by members under the GDPR process.
  7. The personal data is used to communicate with the member and send out the quarterly Journal. The membership information in reduced form is used at society events to note attendance of members when checked for the fire and emergency procedures of the venue. The membership information in reduced form is used by the web-master to provide access to the Members Only Area (MOA) of the Society website.

  8. A legitimate interest assessment has been carried out by the society as part of its procedural policy. This is available on request to the Secretary of the Society, NWKFHS c/o KCC Library, 80 Summerhouse Drive, Joydens Wood, Bexley, Kent DA5 2EE.

  9. The consent to the collection of the member’s details is part of the membership application form and the annual renewal form.

    Consent for GAD is part of the GAD application form.

    Consent for communicating workshop details and contacting from or to the workshop leader is part of the workshop application form.

    Consent for providing email information services is part of the application/subscribe form or web site link to this service. The service is authored by NWKFHS but managed by Mailchimp server and software.

    Consent for publishing members details in the Journal as author, society taskholder or ‘help’ requests is obtained for each publication.

    In 2018, all existing members were asked to sign a consent form to provide a record of consent prior to the issue of the revised membership application and renewal forms.

  10. The membership list is held on a secure computer under control of the membership Secretary with a copy issued to the Treasurer and a back-up copy held by the Society Chair, all are password protected.

    The reduced forms of membership details are sent to the Journal printer, branch secretaries, librarian, event organisers and web-master in digital form that is password protected or in paper form as set out in the procedural document appendix 2 (available on request).

  11. The membership list is not shared or used for direct marketing.

 

NWKFHS Registered Charity No. 282627                                                                                                                                                25 June 2018