Privacy Notice

Date created: 6 July 2022

Introduction

Hampshire Genealogical Society respects your privacy and is committed to protecting your personal data. This Privacy Notice will inform you how we look after your personal data and tell you about your privacy rights and how the law protects you.

1. Important information and who we are

Purpose of this Privacy Notice

This Privacy Notice aims to give you information on how the Hampshire Genealogical Society collects and processes your personal data through your use of our website, including any data you may provide through our website when you join the Society, sign up to our Journal, access our services, or purchase a product or service from the Society.

Our website is not intended for children and we do not accept membership applications from persons under the age of 18 yrs.

It is important that you read this Privacy Notice so that you are fully aware of how and why we are using your data.

Data Controller

The Hampshire Genealogical Society is the Data Controller and responsible for your personal data (collectively referred to as “the Society”, “we”, “us” or “our” in this Privacy Notice).

Contact details

Our full details are:

Postal address: Hampshire Genealogical Society, Hampshire Record Office, Sussex Street, Winchester, Hampshire, SO23 8TH

Email address: society@hgs-online.org.uk

Telephone number: 07769 405195

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO so please contact us in the first instance at dataprotection@hgs-online.org.uk

Changes to the Privacy Notice and your duty to inform us of changes

We may need to update our Privacy Notice from time to time. You can read it at any time on our website.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your membership of HGS.

Third-party links

The Society do not provide links that might allow third party organisations to access member and customer personal data held by the Society.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes postal address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments from you and other details of products and services you have purchased or received from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
• Profile Data includes your username and password, purchases or orders made by you, your interests and preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.

We also collect, use and share Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any information about criminal convictions and offences.

If you fail to provide personal data

If you cannot provide the information requested at the time you apply to become a member of or renew your membership of the Society then the Society reserves the right to refuse or renew membership. Membership fees will not be refunded.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
• apply for our products or services;
• apply for membership of the Society;
• create an account on our website;
• subscribe to our service or publications;
• request marketing to be sent to you;
• provide us with historical information or submissions for our records;
• enter a competition, promotion or survey; or
• provide feedback to the Society.
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, [server logs] and other similar technologies.
• Cookies. Our website uses small files called “Cookies” to improve your experience of the site, and enable us to distinguish you from other users. The cookies we use are “analytical” cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works. Specifically, the following Cookies are in use:
  • Google Analytics (3rd party). We use this to see how many visitors using our website, and how they found us. You can find out more about Google Analytics’ Cookies here: http://www.google.com/policies/privacy/ads/#toc-analytics

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.

We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy

https://www.hgs-familyhistory.com/cookie-policy/

for further details.

• Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
• Technical Data from analytics providers such as Google based outside the United Kingdom;
• Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as PayPal and Stripe based inside OR outside the United Kingdom.

4. How we use your personal data

We will only use your personal data when the law allows us to and for the purpose of administering the Society.

5. Disclosures of your personal data

We may have to share your personal data with the following parties:

• Service providers acting as Data Processors based in the UK who provide administration services to the Society.
• Service providers acting as Data Processors based outside the EEA who provide analytical services to the Society.
• Professional advisers acting as processors including lawyers, bankers, accountants, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

Where we use third parties based in the United States of America, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those officers, HGS trustees and HGS Group who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

By law we have to keep basic information about our members and customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These are the right to:

• Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always have to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Right to withdraw consent where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact our Data Protection Lead at dataprotecton@hgs-online.org.uk .

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.