Renfrewshire Family History Society – GDPR
Privacy Notice

1. Introduction

GDPR stands for General Data Protection Regulation. It’s the biggest change to UK data privacy law for 20 years and creates a single set of rules that better protects personal information for people across the EU. All organisations must review how they manage all personal data, such as members’ details, to ensure they meet GDPR requirements.  Sensitive personal data (or special categories of personal data, as it will be known under new EU legislation coming into force on 25 May 2018).

Members’ privacy and trust are important to us and this Privacy Notice provides essential information about how RFHS handles your personal information. This Notice will be reviewed regularly and if updates are necessary the changes will be shown here. It is important that you check back for updates to this Notice. Significant changes will be emailed to members.

2. Personal data/personal information – definition

Personal data is information which identifies you, either on its own or in conjunction with other information held by the Society.

3. The types of personal information we collect

We record identifiable information about you in order to create and maintain adequate records in relation to the various dealings you may have with RFHS.  This notice will tell you what the information will be used for.  We record the following information: Name, address, email address (when available) and a contactable phone number (when available), membership fee paid and date of the membership payment.

4. How we use personal information

RFHS uses your personal data for the following reasons. These include:

  • Maintaining a membership database
  • Responding to genealogy enquiries
  • Financial considerations – collection of membership subscriptions, or other payments made to/by the Society, purchases made through the Genfair Web site (S&N) etc. Claiming of Gift Aid
  • Sending you information relating to monthly meetings, special events, distribution of the society’s journal and etc
  • Retain basic personal information to provide access to a secure members’ area on the Society’s Web site

The Society may wish to send you genealogical information, regarding related services, special offers etc. We will only send these to you if you are a current member, or if you have indicated that you consent to receiving such correspondence. You have the opportunity to unsubscribe at any time.  Please contact the membership secretary. Alternatively you can email

5. Where we store and process personal information

Electronic personal data is held on two laptops owned by members of the committee and is soon to be hosted and encrypted on secure cloud storage.

Normally access to members’ personal data is on a ‘need to know/use’ basis. This data is restricted currently to four members of the committee.

The Society does not share your personal data with third parties unless requested by police etc

6. How long we keep personal information

The Society will retain your personal data as long as necessary for the purposes described in section 4.

7. Rights under the Data Protection Act

As a ‘Data Subject’ you have a number of rights under the Act. These include the right to:

  • access the personal data the Society holds about you
  • have inaccurate data corrected

You have a right to request a copy of the information the Society holds about you; this is known as a ’Subject Access Request’ (SAR).

For more information on your rights please see

8. Keeping your information up to date

You can update your details with RFHS at any time by contacting:

9. Right to access personal data

For more information contact

10. Status of this Privacy Notice

This privacy notice is subject to change as it will be reviewed regularly. You can find out more about the legislation on the ICO website


This Privacy Notice was produced on 15th May 2018

Download copy of RFHS in Word format  GDPR Privacy Notice