The statement sets out what information we collect from you, and how we store and use that information.
1. What Information do we collect from you and why?
When you join D&DFHS we collect the following personal information from you:
- Your name
- The name of additional family members
- Institution name where applicable
- An email contact address
- A contact telephone number
- Your postal address
- Gift Aid Declaration where applicable
- We record the date a member you joined D&DFHS, whether their subscription has been paid and by what method
- We maintain a list of member’s surnames of interest and those names are held against a member’s membership number
- We may contact you to ask for permission for other members to have your details in relation to the sharing of member’s surnames of interest
- We keep basic details of members who register for our hybrid member’s only meetings
- We also collect information when you voluntarily use contact forms on our website or email us
- We record a member as a ‘user’ on our website, with your name, email address and membership number, which provides members with a password to login to the member’s only areas
2. How do we use your personal information?
We only use your personal information for the following reasons:
- To welcome new members and to send membership subscription reminders
- To authenticate your account when you login to our website and prevent unauthorised access to your account
- To improve our website and the services we provide
- To maintain the member’s surnames of interest database, published on the website member’s only area
- To send electronic newsletters and to keep you informed of the work of the Society and upcoming member’s only meetings
- To send members our journal – The Doncaster Ancestor
- To respond to your enquiries, including research enquiries to both members and none members
3. Who do we share your information with?
We do not share or disclose any of your personal information we hold about you with any other organisations unless the law specifically requires us to do so, or where you have given us your consent.
We share personal information with the following:
- His Majesty’s Revenue & Customs (HMRC) for the purpose of members Gift Aid Declarations
- Banks & Building Societies to manage membership application fees paid to the Society via cheque, electronic Bank payments or other Bank payments
- Mail Chimp as a distribution list where we only keep members names, email addresses and membership numbers, which is managed by Mail Chimp in the U.S.A. and is Privacy Framework USA-EU compliant
- Website Administrator and Deputy Editor for the Journal receive notifications of new members to add new members to the website user area and mail new members the latest Ancestor Journal
4. How long do we keep personal information for?
We keep all your personal information secure and for as long as is necessary to meet the obligations of the Society.
By law we are obliged to keep basic information about our members (including name, contact, financial and transaction data) for six years after they cease being members, for tax purposes.
5. Access to your information and correction
We will never collect personal information about you without your consent.
Where consent has been given to process your personal information, you can withdraw that consent at any time, and you may request that it be removed altogether.
Please note that in certain circumstances, we can override your request where there is a legal obligation to retain the information. Information will generally be provided to you free of charge, although we can charge a reasonable fee in certain circumstances.
6. How Secure is your information?
We store all personal information securely to protect against inappropriate access, loss, or misuse of data.
While we cannot guarantee that this will not happen, we regularly review our security practices, updating them as necessary to help ensure the safety of your information.
To help protect against your personal information from being misused or accessed, it is important that you use a strong password for your account that you have not used elsewhere. The UK Government’s CyberAware Campaign has some good advice on choosing passwords.
7. How to contact us?
If you have any concerns about this policy or how we hold and manage your personal information, then please get in touch with our Membership Secretary at:
We will always do our utmost to reassure you and to help you wherever we can.
Under the GDPR, individuals may ultimately complain to the Information Commissioner (ICO) using this link Make a complaint – ICO (a live chat facility is available), or by using their helpline on 0303 123 1113, open Monday to Friday, 9am to 5pm.
This policy is reviewed annually by the Executive Committee and details of any updates or changes will be notified to our membership at the AGM and via this website.
Last updated 12th October 2022