WEST LOTHIAN FAMILY HISTORY SOCIETY
1.1 We are committed to safeguarding the privacy of our members.
1.2 This policy applies where the Membership Secretary will act as a data controller with respect to the personal data of our members; in other words, the Membership Secretary will determine the purposes and means of the processing of that personal data.
1.3 The Charity will ask you during the application process for consent to use your personal data
1.4 Our website uses the software WordPress which uses the following cookies to enable registered users to log into the website (note that the xxxxx’s below indicate that this part of the cookie name is different for each user):
wordpress_test_cookie – This contains the text ‘WP Cookie check’. It is a session cookie, deleted when you close your web browser. WordPress sets this cookie when you navigate to the login page. The cookie is used to check whether your web browser is set to allow, or reject cookies.
wordpress_xxxxx – This holds your login authentication details in an encrypted form. It is a session cookie, deleted when you close your web browser.
WordPress uses these cookies to store your authentication details, and their use is limited to the admin console area.
wordp_wlfhs_logged_in_xxxxx – This contains your login details in an encrypted form. It is also a session cookie, so is deleted when you close your web browser.
WordPress uses this cookie to indicate when you’re logged in, and who you are, for most interface use (including access to members-only content).
wp-settings-xxxxx,wp-settings-time-xxxxx – Text indicating your preferred settings. This is a persistent cookie, and will expire a little under one year from the time they’re set. WordPress uses this cookie to customize your view of admin interface, and possibly also the main site interface.
1.5 In this policy, “we”, “us” and “our” refer to West Lothian Family History Society.
2. How we use your personal data
2.1 In this Section 2 we have set out:
a. the general categories of personal data that we may process;
b. the purposes for which we may process personal data; and
c. The legal bases of the processing.
2.2 We may process information requested in our Application form. The legal basis for this processing is consent to use that information to maintain a membership spreadsheet and contact members regarding events and other Society information.
2.3 Please do not supply any other person’s personal data to us, unless we prompt you to do so.
3. Providing your personal data to others
3.1 We may disclose your personal data to any member of our Society insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.
4. International transfers of your personal data
4.1 In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
4.2 Where members have a similar research interest we may provide personal data to members in America, Canada, Australia and South Africa
5. Retaining and deleting personal data
5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
5.3 We will retain your personal data as follows:
Names, Addresses, telephone number, email address and web site details will be
retained for a minimum period of 1 year following the date of application, and for
a maximum period of 2 years following date of application.
5.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject.
6.1 We may update this policy from time to time by publishing a new version on our website.
6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
6.3 We may notify you of changes to this policy by email or post.
7. Your rights
7.1 In this Section 7, we have summarized the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
7.2 Your principal rights under data protection law are:
a. The right to access;
b. The right to rectification;
c. The right to erasure;
d. The right to restrict processing;
e. The right to object to processing;
f. The right to data portability;
g. The right to complain to a supervisory authority; and
h. The right to withdraw consent.
7.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data.
7.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
7.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
7.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
7.7 To the extent that the legal basis for our processing of your personal data is:
and such processing is carried out by automated means; you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
7.8 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
7.9 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
7.10 You may exercise any of your rights in relation to your personal data by written notice to us.
8. Our details
8.1 We are registered in Scotland under registration number SC031501, and our registered address is at The Lanthorn, Kenilworth Rise, Livingston, West Lothian EH54 6JL
8.2 Our principal place of business is at The Lanthorn, Kenilworth Rise, Livingston, West Lothian EH54 6JL.
8.3 You can contact us:
a. By post, to 47 Crofters Way, Manor gate, East Whitburn, West Lothian EH47 8ES;
b. By telephone, on 01501 742717 or 07917564496; or
c. By email, to this address.
9. Data Controller
9.1 Our data controller’s contact details are: Membership Secretary, 47 Crofters way, Manor gate, East Whitburn, West Lothian EH47 8ES.