Eastbourne Local History Society (ELHS) needs to keep personal data about its members in order to send out information. We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the UK General Data Protection Regulation (GDPR) and other relevant legislation.
This policy describes what information we hold, who holds it, how it is stored, why we hold it, who we share it with, how long we hold it, and how members can amend or withdraw consent for their information to be held.
The personal information we hold on members will not be acted on or passed to anyone else without the written permission of the person concerned wherever possible and with permission from the Executive Committee, except under the circumstances described below.
Any member may see the personal information held on themselves by ELHS at any time.
What data do we hold for each member?
- Name
- Postal address
- Telephone number(s)
- Email address (if applicable)
- Subscription information (eg. standing order details, if applicable)
- Gift Aid statement (if applicable)
- Consent to contact members by post / email as applicable
This information is provided by each ELHS member on the membership form.
Who holds this data and how is the data stored?
- Data is stored by our Membership Secretary
- A back-up copy of the data is held by another Committee member, usually the Treasurer
- Data is also held by the Committee member responsible for informing members about events
- Data is always stored on password protected computers
- In the unlikely event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back and work to ensure won’t it happen again
Why do we hold this data?
- For subscription purposes - we hold data as a record of each member’s consents and subscription preferences
- To add members to our mailing list – to send the Eastbourne Local Historian journal and statutory information e.g. AGM information
- To contact members occasionally for other purposes relevant to the ELHS
Who do we share it with?
- Contact details may be shared with ELHS members and outsiders only with the explicit written consent of the person to be contacted and with permission from the Executive Committee
- Under no circumstances will we sell personal data to other organisations
- We will only pass on personal data if required to do so by statutory bodies such as HMRC (for Gift Aid information) or the police
How long do we hold this data?
- Legally, ELHS may only hold information for as long as we need it. We will review the data we hold every year, and if we still hold data for someone who has ceased to be a member, we will delete it
- In the event of the dissolution of ELHS, members' personal information will be destroyed and not be passed on to any other organisation
How do I amend or withdraw consent?
You may amend or withdraw your consent to us holding and using your personal information at any time, by contacting the ELHS Membership Secretary:
John Reynolds
22 Bimini Court,
3 Midway Quay,
Eastbourne BN23 5DD
johnreynoldsplace@btinternet.com
Eastbourne Local History Society
This updated version was written by Judy Smith and adopted 22 September 2026
