Privacy Statement – April 2019
Information for Members and other website users
The Federation for Ulster Local Studies (the Federation) obtains information about you in the course of its dealings with you.
This privacy statement explains how we use any personal information we collect. We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
What information do we collect about you?
The only information we hold about you is the information you provide. Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.
How will we use your information?
We only use your information for the purposes for which it was intended. Personal information we collect includes details such as your name, postal address, contact telephone number and email address. You will have given this information as part of your organisation’s application to become a member of the Federation, (this includes the roles of Officer or other honorary position), or as an Individual member.
We will use this information:
- To keep a record of your membership with us.
- To inform you of the Federation’s activities.
- To seek information about your society activities, plans and programmes
- To involve you or your society in activities in line with the Federation’s Strategic and Action Plans
- To invite you to Federation events.
The legal basis for using your information.
There are lawful reasons that allow us to process your information and one of these is to fulfil the contract with you as a member of the Society. The other is called legitimate interests. This means that the reason we are processing information is because there is a legitimate interest for the Federation to process your information to help us achieve our purpose of encouraging public interest in, and promotion of, the study of local history and environment, in the historic province of Ulster.
Storing your information
The personal information we collect about you will mainly have been provided by key volunteers involved in the organisation of the member society including the Chairperson, Secretary and Treasurer, when you apply for a place on a seminar or workshop, or when you ask to purchase any of our publications.
We will never sell or share your personal information with other organisations so that they can contact you for marketing activities.
Keeping your information safe
We store all your information securely; we restrict access only to those who need it. Your information will only be retained for as long as necessary. Your information will normally be deleted or destroyed within three years after the end of your relationship with us, or seven years in the case of financial records.
Access to your information
You have the right to request a copy of the information that we hold about you. To request this information, you can email firstname.lastname@example.org or by post to the Secretary of the Federation at the address on the website. We will require proof of your identity before the information can be given. We aim to reply as promptly as possible within one month of the request. Requests which are unfounded, excessive or unreasonable may be refused and you will be advised if this is the case.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
How to complain about our handling of your information
If you are not happy with how we have handled your information, please put your complaint in writing to the Secretary. You also have the right to complain to the to the Information Commissioner’s Office (ICO). Information about how to make a complaint can be found at www.ico.org.uk.
Our website may contain links to other websites of interest. This privacy statement only applies to the Federation website, so when you click on a link to another website you should be aware of their own privacy statements.
Changes to the privacy and data protection statement will be kept under regular review.