Radley History Club logo Privacy policy
   

Radley History Club is based in the village of Radley in Oxfordshire and has 70+ members. Its aims are to:

  • study the history of Radley and the surrounding area
  • pursue any historical activity that the members may desire from time to time

The Club is a member of the British Local History Association, Oxfordshire Local History Association and Oxfordshire Buildings Record.

This privacy policy sets out:

  • what personal data the Club collects from (i) its members, (ii) people ordering Club publications and (iii) people interviewed as part of the Club’s oral history programme
  • 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.

Members
The Club holds the contact information provided by members on their membership application form – name, address, phone number and email address (if applicable). 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 timing or location of a meeting or Club event
  • send members the monthly Club 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 of committee members plus the phone numbers and Club email address of key people.

The legal reason under GDPR for holding and using members’ personal data is in this way is legitimate interests. The data are used only in ways members would reasonably expect when they pay their subscription to join the Club and their use does not have a detrimental effect on members' privacy.

The membership secretary is responsible for all bulk dissemination of information to members by email. This is done primarily via the monthly Club newsletter sent using the Mailchimp email service (please see the MailChimp privacy policy). If timing makes it necessary, a standard email is sent using blind copy (i.e. no member can see the email address of any other member).

Members and any guests attending speaker meetings are asked to sign in to:

  • provide a list of those present in event of need to evacuate the hall
  • 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; in the event of the membership secretary not being available, copies of the list are held by the chairman and the committee secretary.

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 be removed from the membership list and the mailing list for the Club newsletter, and their membership application form destroyed. Meeting attendance lists are retained until the end of the Club year in question.

Publication orders
Club publications can be ordered by post, by email or online from the Club’s website. Purchases made via the website use a shopping cart provided by Mal’s ecommerce (please see the Mal’s ecommerce privacy policy). Card payments made online are processed using PayPal. All transactions are subject to the PayPal privacy policy.

The personal data provided by purchasers (name and contact details) are used solely to fulfil the Club’s contract with them to supply the publication(s) ordered. Records of publication 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.

Participants in the Club’s oral history programme
The Club is building up a library of oral history from local people as an archive for future understanding of life in Radley and for the purposes of historical research. All those who agree to be interviewed as part of this programme are asked to sign a form consenting to the use of the recording made of the interview as a permanent public reference resource for use in research, publication, education, lectures and broadcasting. If they wish, participants may limit public access to their contribution for a period of up to 30 years. The consent forms are held by the Club’s oral history coordinator and are held indefinitely.

Radley History Club archives
The Club has an ever expanding collection of archives – photographs, maps, documents, books, audiovisual 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 draft and then final guidance (when available) 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

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 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
This privacy policy is reviewed regularly. It was last updated on 21 July 2018.

How to contact Radley History Club
If you have any questions about this privacy policy or the information held about you, please contact the membership secretary by email (membership@radleyhistoryclub.org.uk).

 

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