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collects from you in order to provide you with membership of the Society, how we store and use that
information, and the choices you have when you have provided us with your personal information. It
has been written to bring the Society into line with the General Data Protection Regulation 2016.
1. Who we are
South Wales Record Society is a UK-registered charity (registration number 700285) which exists to
publish a regular series of texts and other works relating to the history of South Wales, and in
particular to the historic counties of Glamorgan and Monmouthshire.
2. How we use the personal details you provide us with on joining the Society
Membership of the South Wales Record Society entitles you to receive a free copy of the volume which we publish each year, either by post or collected at the book launch.
In order to do this, we need to collect and store your name, address and (if you provide this) your email address and telephone number, which is stored together with information on how you pay your subscription, whether by cheque, standing order or direct debit.
The source of all personal data that we hold is the information provided by you when you apply to join the Society.
Data protection law describes the legal basis for our processing your data as necessary for the performance of a contract. Our contract with you is to provide you with the latest published volume on an annual basis in return for your continued membership of the Society.
Since your membership record forms part of our financial records, we are obliged to keep your
personal data for a full six financial years beyond the end of your membership, for audit purposes
and for the management of Gift Aid claims.
3. How and when we contact you
We will contact you at intervals in connection with the orderly business of the Society, for example to provide you with your volume and to give you notice of the Society’s Annual General Meeting or any Extraordinary General Meeting. Such postal and email communications which are a part of our routine business may include with them other information and news about the Society or about other books and local history events which we think might interest you.
If you have provided your email address on joining the Society, the Secretary may also contact you from time to time with news and information which we think may interest you, for example if there is a local history book launch in your area.
If you do not wish to receive such unsolicited information and news, you may unsubscribe at any
time by replying to the Secretary’s email asking to be unsubscribed from the mailing list. Members
joining the Society after 25 May 2018 will be asked to opt in to receiving such unsolicited
communications before they are added to this mailing list.
4. Your privacy rights
Your information is stored securely by the Secretary and Treasurer to the Society for the purposes described above and is not routinely shared with any other of the Society’s Committee members, nor with ordinary members of the Society in any instance.
We will not share your data with any third parties without your explicit consent unless we are required or permitted to do so by law.
You have the right to request that we provide you with a full copy of any personal information we hold on you, which we are obliged to provide to you within one calendar month free of charge.
Where you believe the personal information we hold is inaccurate, for example where your contact details have changed, you have the right to demand the immediate rectification of any inaccurate data we hold on you.
Where you believe we are holding your personal information beyond the period of retention outlined above in section 2, you have the right to demand its immediate deletion.
You also have the right to request that we transfer any personal data we hold on you to any other
agency that you appoint (such as another society).
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