The Friends of Nottinghamshire Archives (FONA) was established in 2012 to promote the work of Nottinghamshire Archives in supporting, sustaining and preserving the rich documentary heritage of the county.
The Data Protection Act 1998 (DPA) regulates the use and protection of personal data. On 25th May 2018 the DPA will be superseded in the United Kingdom by the General Data Protection Regulation (GDPR), which provides individuals with enhanced rights, and imposes increased responsibilities on organisations processing personal data.
This means that
- We have to have a legal basis for holding and processing your personal data
- We have to tell you what personal data we collect
- We have to tell you why we collect that data
- We have to ensure we do not keep personal data for any longer than necessary
- We have to maintain the data to ensure it is accurate and fit for purpose
- We have to ensure that data is accessible only by authorised persons
- You have a right to inspect the data that we hold about you and have it altered if it is incorrect
- You can object to the Society processing your personal data
What is the legal basis for holding and processing your data?
The legal basis that we use for processing your data depends on the circumstances in which it is being collected and used. This will usually fall into one of the following two categories:
- Where the processing is necessary for the performance of a contract with you. This will be the usual legal basis which FONA uses when a member joins or renews their membership.
- Where you have provided your consent to allow us to use your data in a certain way.
What personal data does FONA collect?
- For FONA members we will collect your name, postal address and telephone number.
- We may collect other contact information (for example e-mail addresses) if you wish to provide this data. If a member provides us with their email address then this will be the preferred method of communicating with you unless you inform the Membership Secretary otherwise.
- As a result of your membership other personal data maybe generated; this will include records of membership payments made by you to FONA and, where applicable, details of your payments included in Gift Aid claims to HMRC.
Why does FONA collect this data?
- FONA needs to collect a minimum of information to maintain membership records, Gift Aid records and to enable us to send notices to you (for example, membership renewals and Annual General Meetings).
How long will FONA keep my personal data?
- Unless otherwise notified FONA will retain your contact details for a maximum of 2 years and your Gift Aid records for a maximum of 7 years after your membership lapses. After these times, the details will be securely deleted.
How will FONA ensure my personal data is accurate?
- Both FONA and its members have responsibilities for ensuring that personal data is accurate and fit for purpose.
- If your personal data changes (for example if you move house or change email address) you should inform the Member Secretary by email or post.
How will FONA ensure that my personal data is secure?
- Membership information is held on a secure database, access to which is limited to two members of the Committee.
Will FONA disclose my personal data to anyone else?
- FONA will only disclose your personal data after we have obtained your permission or where we are obliged to do so by law or are directed to do so by the Courts.
How can I see the personal data FONA holds about me?
- You should write to the Data Controller, Friends of Nottinghamshire Archives, 35 Sycamore Road, East Leake, Loughborough, LE12 6PP asking for a copy of the personal data FONA holds about you. You are entitled to receive a copy of your data free of charge.
Can I object to my personal data being processed?
- Yes – but only under certain circumstances. The usual circumstance would be if FONA were to use your personal data without your permission for Direct Marketing purposes.
- If you object you should do so in writing to the Data Controller at the address above.
- You also have the right to lodge a complaint or express a concern about FONA’s use of your personal data at any time with the Information Commissioner’s Office (ICO) either online via https://ico.org.uk/global/contact-us/ or by post to:
Information Commissioner’s Office
- You have the right to withdraw at any time any consent you have given to FONA in relation to the collection and processing of your personal data.
DataController@Fona.org.uk or by post at:
Data Controller, Friends of Nottinghamshire Archives, 35 Sycamore Road, East Leake, Loughborough, LE12 6PP