DATA PROTECTION POLICY
The Society’s policy regarding the treatment of data under the General Data Protection Regulations is summarized in this document.
Data to be collected and held
The Society collects and stores membership data as follows: name, address, telephone number(s), email address and subscription information (single or family membership, payment method and payment record). For family memberships, only one named member’s data will be kept.
The information is used solely for the purpose of processing membership applications (including subscription processing) and dealing with people as members of the Pembrokeshire Historical Society.
The data will not be shared with any third party for marketing or commercial purposes.
Data rights
Members have the right to ask for any data to be deleted; to see what data is held on them; and to change any such details. Please contact the Financial Secretary if necessary.
Please note that while members have the right to ask for data to be deleted, this may be tantamount to cancelling membership.
If a member informs the Society of their wish to resign, the Society will delete all data in respect of that member. Note that the Society’s constitution gives members a year’s grace to pay subscriptions without membership terminating, this gives an opportunity to ensure that membership does not lapse by accident. If a subscription still then remains unpaid, membership ceases and all data in respect of that member will be deleted.
Storage
The Financial Secretary and the Secretary each keep a copy of the membership data. It is held securely on password protected computers with regularly updated anti-virus software.
The data may also be provided to other members of the Society’s Committee as required from time to time (for example, to the Editor of the Journal to dispatch copies of the Journal) but will not be kept by them beyond the period required for the specific task undertaken.
In normal circumstances, no-one outside of the Committee will have access to membership data. In the event that such access is necessary, it will be agreed by the Committee Chairman with the Secretary or Financial Secretary only after ensuring that any further data protection requirements have been met. In no circumstances will data be shared with any third party for marketing or commercial purposes.
May 2018