Merioneth Historical and Record Society

Privacy Notice

This Privacy Notice sets out how we process the personal data you provide to us.  Please read this notice carefully to understand why data is collected and what we do with that data.

What type of information do we collect from you?

This typically includes your full name and contact details (including your contact telephone/mobile number, email and postal address); and if applicable, your banking details to arrange a standing order for annual subscriptions with your bank or building society.  New members provide this information on application forms downloaded from our website or in paper format.

On what basis can we process your information?

The legal grounds under data protection legislation for processing your personal data is for the purpose of “our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals” (namely you).

As a small not–for-profit society and registered charity our legitimate business is to promote interest in our local history and to support historical research and projects by creating local events for our members and publishing and distributing an annual Journal to members.

What do we do with your data?

We hold and use your personal information to

* process and record your annual subscriptions

* send to you the annual Membership Card and Programme, Agendas and Minutes for our AGM and the Journal

* contact you regarding practical arrangements for our events

* communicate with your regarding any queries you may have about your membership

* forward to you information on any other local historical events that may be of interest to you.

For how long do we keep your data?

We will retain your data until you indicate that you no longer wish to be a member of the Society.

Do we share your data?

We do not share your data, except on a limited basis with companies that provide specific services, namely –

  • the printing company for members’ address labels
  • the publishing printing company for distribution of the Journal.

They act only at the direction of the Society and are subject to contractual obligations governing data protection security and confidentiality.

How do we keep your data safe?

Volunteer officers of the Society hold your data on their computers, laptops or mobile devices.  These are protected by passwords and appropriate anti-virus systems and are backed up regularly to prevent loss of data.  If there is a data breach, we will report it to the Information Commissioner’s Office within 72 hours.

How can you access your data?

You have a right to request in writing and free of charge a copy of the personal data we hold and to ask us to update or remove anything that might be incorrect or may have changed.  We will respond to your request within one month.

How can you make a complaint?

If you wish to complain about how we have handled your personal data, you can ask us to investigate.  If you are not satisfied with our response, you can complain to the Information Commissioner’s Office.

What are the next steps?

This draft Privacy Notice will be placed on the Society’s website and discussed at the AGM.  In the meantime if you have any comments, please contact the Society’s General Secretary who acts as the Data Control Coordinator.

Date: May 2018


The Data Controller is the Merioneth Historical and Record Society.

Hon. General Secretary

Beryl H. Griffiths


Cynllwyd Uchaf



Gwynedd LL23 7DF


The Information Commissioner’s Office

Tel: 0303 123 1113