Privacy of personal information
The EU General Data Protection Regulation (GDPR) which came into force in May 2018 requires us to inform you formally of our policy for collecting and processing your personal data.
Why we hold your data: We need to send your quarterly newsletter, details of forthcoming events and meetings and to process the renewal of your membership. We also need, where appropriate, to claim Gift Aid from HMRC on your subscription and donations; this is the only third party to whom we disclose extracts of your information.
What data we hold about you: We hold details of your name, address, email address, date of joining, method of payment, Gift Aid election (where appropriate) and dates of renewals. We will remove your personal information from our systems after the end of the year in which your membership ceases. The only exception to this is where there is a statutory
retention period such as that for Gift Aid claims. We also have personal data on booking forms for events, both in paper or email format; these will be destroyed one month after the event has taken place.
Where we hold your data: Your information is held on the Membership Secretary’s private computer in an encrypted file. An encrypted back-up copy of the database and other computer files is made regularly in case of computer failure.
Access to your data: Full access to your data is only available to the Membership Secretary. Extracts of email addresses are given to the Newsletter Editor to allow circulation of the newsletter and other notices.
Your rights of access: You have the right to check the information we hold about you and to change your personal details. You also have the right to have your personal information removed from the database at any time though this will affect our ability communicate with you.
Requests for these should be addressed to the FLA Membership Secretary, c/o Lancashire Archives, Bow Lane, Preston, PR1 2RE.