1. Personal data – what is it
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation.
2. Who are we?
WHS is the data controller (contact details below). This means it decides how the personal data collected by the Society is processed and for what purposes.
3. How do we process your personal data?
WHS complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Personal data is used by WHS for the following purposes: –
- To administer membership records;
- To maintain the Society’s accounts and records (including the processing of gift aid applications);
- To inform members of news, events, activities and the AGM of WHS;
- To send out the Proceedings of the Society and other relevant material
- To assist the publication of the Proceedings and other publications under the Society’s auspices
- To maintain the Library and to assist its users
- To foster links between the Society and local and regional Methodist History Societies
4. What is the legal basis for processing personal data?
- The collection and processing of membership data including email addresses and the use of personal data in connection with library and publication activities are required by the Society in fulfilling its legitimate interests
- Processing is also necessary for carrying out obligations under contract, employment, social security or social protection law;
5. Sharing personal data
Personal data will be treated as strictly confidential and will only be accessible to members of the WHS Executive and other authorised office holders and volunteers if it is appropriate in order for them to perform their role.
Personal data will not be shared with third parties except with the data subject’s consent or if there is a legal obligation to do so at the request of a government or law enforcement agency.
6. How long is personal data kept by WHS?
Membership data will be held by WHS while membership is still current and for two years after a membership subscription has lapsed; email addresses will be held subject to consent for the same period; gift aid declarations and associated paperwork will be retained for up to 6 years after the calendar year to which they relate. Personal data in connection with Library and Publication activities will be retained for a reasonable period.
7. Rights regarding personal data
Unless subject to an exemption under the GDPR, the following rights (among others) apply to personal data: –
- The right to request a copy of the personal data which WHS holds about you;
- The right to request that WHS corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for WHS to retain such data;
- The right to withdraw your consent to the processing at any time
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable)
- The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact The Administrator and Data Protection Officer, whose details are given on the web-site and published in the Society’s Proceedings.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
This policy may be updated from time to time.