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Gwynedd Family History Society Privacy Statement

We are bound by the General Data Protection Legislation (GDPR), which came into force in the UK on the 25th of May 2018, and extends existing Data Protection legislation. This statement sets out what personal data Gwynedd Family History Society (GFHS) may hold about individual members and how that information will be stored and used.

1. What information do we collect from you and why?

When you join the GFHS or register to place an order on the GFHS website we collect some of the following personal information from you:

  • Your name
  • Additional family member name (if applicable)
  • Institution name (if applicable)
  • An email address
  • A contact number
  • Postal address
  • Gift Aid Declaration (if applicable)
  • A password (this is provided by you when you login to your account with GFHS)
  • Whether you are contactable by other members via an online form from the Members’ Interests area. 
  • A billing and delivery address (this is required when placing an order)
  • We also collect information when you voluntarily use Contact Us and complete forms on our website or email us.
  • We will also record when you join GFHS whether you have paid your annual subscription and by what method.

2. How do we use your personal information?

We only use your personal information for the following reasons:

  • To authenticate access to your account when you log in to the website.
  • To send subscription reminders
  • To fulfil your orders
  • To send enewsletters and to keep you informed of the work of the Society
  • To provide you with customer service following an order.
  • To send our Journal - Gwreiddiau Gwynedd Roots and Newsletters
  • To respond to your queries
  • To prevent unauthorised access to your account
  • To improve our website and the services we provide.

3. Who do we share your information with?

We will not disclose personal information about you to other organisations and people, unless the law allows us to, or you have given your consent. We may also need to share it to meet contractual and other legal obligations. We share personal data with the following people and organisations:

  • HM Revenue & Customs: for those members who have made a Gift Aid declaration.
  • PayPal: A service provider who collects your details through a secure web server when you make a payment or purchase via the GFHS website (Payment for goods can be made by PayPal or Credit and Debit cards via PayPal (You do not require a PayPal account to be able to make payment). Please view the PayPal Privacy Policy 
  • Banks & Building Societies: To administer Standing Order annual membership subscription payments to the Society.
  • Our Journal Publisher – to facilitate the distribution of the Journal, “Gwreiddiau Gwynedd Roots”.
  • MailChimp: The distribution list we send to MailChimp contains your name and e-mail address only, is transferred to the U.S.A. and is Privacy Framework USA-EU compliant.
  • Website Administrators: The Webmaster and designated GFHS volunteers who process your orders, memberships, answer your queries using the Contact Us form and any other means of communication.
  • Should you contact any of the Society’s Officers requesting help with researching your family history, then your details may be passed onto fellow Society members, who would have more knowledge regarding your query.

4. How long do we keep personal information for?

We must keep all personal information safe and only hold it for as long is necessary, to meet the requirements of the Society.

5. Access to your information and correction

We will never collect personal information about you without your consent. By creating an account on https://www.chtgwyneddfhs.cymru you are agreeing to our Terms and Conditions and this Privacy Policy by ticking the acceptance box on the registration page. By agreeing to this, you are telling us that you consent to us collecting, processing, and sharing your personal information as described in this Privacy Policy.

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 or feel that there may be a problem about the way that we hold your information, we hope that you will approach us first so that we can resolve any issues.

If at any time you wish to know what information we hold about you, update your details or change your communication preferences please contact the Membership Secretary - membership@chtgwyneddfhs. You may also update your personal data on the members area of our website.

You may write to us at:
Canolfan Yr Aelwyd
Church Street

Under the GDPR, individuals may ultimately complain to the Office of the Information Commissioner - https://ico.org.uk/about-the-ico/who-we-are/wales-office/ on 0330 414 6421, wales@ico.org.uk if they think there is a problem with the way that GFHS is storing or using your data.

8. Changes to our privacy policy

It may be necessary to modify this statement. If this happens, members will be notified via our website.

This privacy policy was last updated on 7/12/2021