Data Privacy Statement

Dorset Family History Society Privacy Statement

The purpose of this statement is to explain to you what personal information we collect and how we may use it. 

  1. About Us

Dorset Family History Society is a registered charity (Charity number 801504).  Our purpose is to encourage and facilitate research into Family History (Genealogy).  We do this by providing relevant data, support and education to people who access our services.  Membership of the Society is available to all who pay the annual membership fee and conform to the rules of the Society.  The Society provides a quarterly Journal to each paid up member annually. The Society’s Research Centre (Treetops, Stanley House, 3, Fleets Lane, Poole Dorset, BH15 3AJ.) provides access to data provided by the Society or available to us by subscription to other data providers.  A small fee is payable to use the research facilities.  Volunteers from the Society will offer support to persons using the research facility.  Other volunteers will carry out limited amounts of research on behalf of members for a fee.

  1. Information we collect about you 

When you take out a membership subscription with the Society or place an order through our website (www.dorsetfhs.org.uk) or at Treetops we may collect your name, address, phone number and email address. This allows us to process your Membership, fulfil your order and send you your Journals.

  1. What do we do with your information? 

We use the personal information you send us for the following purposes:

  • provide you with the benefits of your membership.
  • process orders you place for books or services.
  • send you journals.
  • send you information relevant to your membership. (For example, membership renewal reminders.)
  • put you in touch with other researchers (if you have signed up to Members’ Interests).
  • send you the email E-Newsletter (if you have signed up to receive it).

We will only contact you with your consent.  You are entitled to withhold this consent and opt out from receiving such communications at any time by contacting the Society by mail or email.

You can also update these options by selecting Secretary on the Contact Us form or by post to DFHS (Data Officer), Treetops, Stanley House, 3, Fleets Lane, Poole Dorset, BH15 3AJ.

  1. Sharing your information with third parties

We may from time to time provide limited personal information to third parties for the purposes of providing you with our services. These third-party providers include the printers who send out your quarterly Journals.

If you have provided personal data to enable sharing of research data through the Members’ Interests service of the Society we will share only the portion of your personal data needed to enable the enquirer to make contact with you.

We do not keep a record of your credit or debit card details in our systems.

We will not provide your data to other third parties for marketing purposes.

  1. Obtaining a copy of your information

You are entitled to receive a copy of the information we hold about you. You can do this by contacting us by selecting Secretary on the Contact Us form or by post to DFHS (Data Officer), Treetops, Stanley House, 3, Fleets Lane, Poole Dorset, BH15 3AJ.

  1. Correcting your information

You are entitled under Data Protection law to require that we update your personal information to ensure it is up-to-date and accurate. In order to maintain the accuracy of the information we hold, you can update your personal details by contacting us by selecting Secretary on the Contact Us form or by post to DFHS (Data Officer), Treetops, Stanley House, 3, Fleets Lane, Poole Dorset, BH15 3AJ.

  1. How we protect your information

We follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access to, and loss, misuse or alteration of your personal information in accordance with the General Data Protection Regulation 2016, rules.

  1. How long we hold your data for

We will hold your personal data for the period of six months after the expiry of your Membership, this will enable us to contact you to remind you that your membership has expired and allow you the opportunity to re-instate membership by paying the current membership dues.  It also allows for the completion of any transactions you entered into before your membership expired.