NAHS: Data Protection policy

Please note; this is our draft Data Protection Policy, which is still under discussion by the NAHS Committee. Any comments will be gladly received. We intend to finalise it before the date in which the General Data Protection Regulations (GDPR) comes into force, 25 May 2018, and will then place it on our website.

We also have a Privacy Policy statement, which is on our website in draft at www.northernarchitecturalhistory.org.uk/privacy.html. Before 25 May we will send out an electronic circular asking all members for whom we hold e-mail addresses to reconfirm their agreement to the use of their address to circulate information, and only those who reconfirm will have their e-mail addresses retained on the e-mail database. (Any member not on the database will still receive information from us by post).

The Northern Architectural History Society (NAHS) processes and stores personal information in accordance with the Data Protection Act 1998, the General Data Protection Regulations in force from May 2018, and NAHS’s Data Protection Policy.

How NAHS stores and uses personal data

As the Data Controller, NAHS may store and use your data to administer your membership, for the processing of financial transactions and maintaining accounts and to produce summary information for statistical, regulatory and audit purposes. We may use your data to inform you about events and activities being run by NAHS and other organisations, and to manage your involvement with any committees you might join. You will only receive e-circulars about activities if you have specifically opted to do so. (See the Privacy Notice on this website for more information about this).

The information that NAHS holds is mainly provided by members, but may also be collected from other sources already in the public domain. The information is held securely and is only accessed by NAHS officers or members of NAHS committees, and the people who look after our website, for the purposes of the organisation. Members’ data is kept and used for the duration of your membership. In the case of former members NAHS may retain information about your name and dates of membership for historical reasons. However, former members can request to have their details removed from the record using the e-mail and postal addresses below.

Third Parties

Your information will not be distributed to third parties unless it is anonymised, you give us explicit consent to do so, we are required to do so under a statutory or legal obligation, or we are permitted to do so by legislation. There are a small number of occasions where we may need to share some of your information with Third Parties, for example, for processes essential to manage the annual Summer Trip.

Contacting you

We may need to contact you, by letter, telephone, e-mail or otherwise, in relation to the above purposes. It is your responsibility to update your information or notify NAHS of any changes to your personal details so that the information that NAHS holds is accurate and kept up to date. You can do this by informing NAHS’s secretary on secretary at northernarchitecturalhistory dot org dot uk

You have the right to opt-out of any communication you sign up for at any time by contacting NAHS, or by clicking opt-out links at the bottom of emails you receive.

Photography at events

Please be aware that photography, audio and video recording may take place at our events. These may be used for promotional purposes by NAHS, including in printed publications, on our website, and on our social media accounts. If you would not like to be photographed or have your images used, please alert an officer or member of the Committee at the start of the event. We are unable to guarantee, however, that you will not be included in the background of photographs that are being taken. You can ask NAHS to stop using your images at any time using the contact details below.

Links to other sites

NAHS’s website, e-circular and social media channels may contain links which are outside its control and not covered by this policy. If you use any of these links to visit websites or social media channels provided by third parties, NAHS cannot be responsible for the protection and privacy of any information you provide in so doing.

Access to your personal data & queries

Under the Data Protection Act 1998 and the General Data Protection Regulations you have a right to change or have access to your information at any time. If you have any queries or want to see the personal data NAHS holds on you by making a Subject Access Request, please contact NAHS at the following email address:

Mr Hugh Dixon
NAHS Secretary
Highclere
Oakwood, Hexham
Northumberland NE46 4LE

We reserve the right to charge a fee of up to £10. If it transpires that any information we hold is inaccurate or incorrect you should inform us immediately so that it can be amended.

[To be finalised by NAHS Committee]

30 April 2018