BUCKINGHAMSHIRE ARCHAEOLOGICAL SOCIETY
Approved by the society’s Council at its meeting on 6 October 2018. Updated 1 July 2019
The purpose of this policy is to explain how the Society complies with the Data Protection Act, 2018, incorporating the General Data Protection Regulation (GDPR), 2018. It has been approved by the Society’s Council and will be reviewed and amended, as and when required.
What personal data we hold
For Members. Names and addresses, and, where provided, telephone numbers and email addresses. These are stored and are used to provide the benefits of membership, e.g. for delivery of Records of Bucks, newsletters and details of Society events. We will normally contact members by post, but on occasion may use telephone or email. Emergency contact details specifically supplied for particular events, e.g. excursions, will be used for that purpose only and will be deleted once the event is over. Standing order forms are retained for administrative purposes for as long as they are valid. Gift aid declarations are retained during the period for which they are in operation plus six years, in line with legal requirements.
For Trustees. In addition to contact details, dates of birth are held in order to fulfil the requirements of Charity Commission registration.
Enews circulation list. The Society provides an enews service, circulating (i) reminders about Society events and (ii) information supplied by other organizations or individuals that we think may be of interest. This service is available only to those who supply an email address and is not limited to Society members. We will add addresses to the list only with explicit consent and will delete them on request to unsubscribe from this service.
Accessions data. We hold names and contact details of those who donate or deposit items with the Society’s Library or Archive. These are recorded in the accessions register or database which are retained permanently for historical, arcival and copyright purposes.
People who contact us (members and non-members). We are often contacted by members and non- members of the Society for various purposes, e.g. with requests for assistance with research, orders for publications or copies of articles, archives. These may be received by post, telephone or
electronically and often generate further documents, such as replies, invoices and copyright declarations. Visitors to the Library to do research are asked to sign the searchroom register, with their name, address and subject of research.
Bucks Local History Network (BLHN). The Society runs the BLHN, which holds an annual conference, open to members and non-members of the Society and other societies. A mailing list of conference attendees is retained for the sole purpose of supplying information about forthcoming conferences. With attendees’ permission we will retain these details for two years after the conference concerned.
Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
Photographs. We may take photographs of Society events for use on our website, in publications or in our archives. Where possible, we will notify those attending and obtain consent.
Where personal data is held and who has access
Electronic data is stored on password-protected computers covered by SSL technology (server secure software) located at our website hosting provider 1&1IONOS and at the Buckinghamshire County Museum, Aylesbury, and maintained by a specialist IT company. Passwords is shared only with those of the Society’s officers who require access in order to carry out their responsibilities.
Hard-copy data is securely stored in the Society’s rooms at the Museum, i.e. the Library (in locked cabinets) and Muniment Room, to which there is limited personnel access by officers and Museum staff.
In addition, some officers may need to process data at home, usually electronically. This will be held in password-protected files, with up-to-date anti-virus software, and securely disposed of when no longer being processed.
Sharing your personal data
Personal data will be used by officers in order to provide services – distribution of journals and newsletters, running excursions and other special events, answering enquiries and supplying publications. Members of the Society are often asked to assist in the distribution of the Society’s journal, using postal addresses. In addition, some enquiries may be forwarded to trustees, officers and members for advice or reply.
Personal data in the Society’s Archives
Since its foundation in 1847, the Society has collected archives. Most of the historical archives are now on deposit at the Centre for Buckinghamshire Studies, but the Society still holds (i) its own archives, which are inevitably being added to, and (ii) some donated and deposited records, mainly the papers and research notes of past and present members. This material is held in the Muniment Room at the Museum, although in the future it is likely that some will be stored digitally.
A small proportion of the archives may contain personal data, such as past membership lists, correspondence and diaries. Access to such material will be granted only at the discretion of the Archivist or Librarian, and the user may be required to agree to a confidentiality statement.
How long we will retain data
Data will be retained for as long as is necessary to fulfil the purposes for which it is supplied, subject to any legal requirements to keep certain documents for certain time frames. Data supplied for certain purposes, e.g. accession donors, visitors’ registers, will be retained permanently. Other data,
such as occasional membership lists, correspondence on particular matters, or photographs, may also retained permanently in the Archive for historical or statistical purposes and will be managed in accordance with article 89 of the GDPR.
Subject to the above requirements, you have the right to request that personal data be updated, amended, deleted or destroyed.
Subject access requests
You have the right to make a subject access request about any data we hold about you by contacting the Society by post, a form on this website, or email at Buckinghamshire County Museum, Church Street, Aylesbury, Bucks HP20 2QP We may have to ask you to verify your identity and to provide information to assist us in our search. If we hold such information, we will tell you within 28 days what we hold, why, whether it will be shared, and if possible the source of the information.
BAS Cookies policy Version 1 July 2019
Cookies are a kind of short-term memory for the web. They are stored in your browser and enable a site to ‘remember’ little bits of information between pages or visits. Cookies can be used by web servers to identify and track users as they navigate different pages on a website, and to identify users returning to a website. Cookies may be either “persistent” cookies or “session” cookies.
A persistent cookie consists of a text file sent by a web server to a web browser, which will be stored by the browser and will remain valid until its set expiry date (unless deleted by the user before the expiry date).
A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
Cookies on our website
We use both session cookies and persistent cookies on our website.
Cookies do not contain any information that personally identifies you, but personal information that we store about you may be linked, by us, to the information stored in and obtained from cookies.
The cookies used on this website include those which are strictly necessary cookies for access and navigation, cookies that track usage (performance cookies) and remember your choices (functionality cookies).
We may use the information we obtain from your use of our cookies for the following purposes:
• to recognise your computer when you visit our website,
• to retain your email addresses and passwords when you log in,
• to track you as you navigate our website,
• to improve the website’s usability, such as remembering information about you and your requirements when you buy something from our site,
• to analyse the use of our website – such as how many people visit us each day,
• in the administration of our website.
Third party cookies
We work with the following companies in operating, maintaining and improving our website,
We ensure that any company which works with us and collects personal data complies with strict GDPR data protection standards. If you have any more questions, please do contact us and we’ll be happy to help.
Blocking and deleting cookies
All modern browsers allow you to refuse to accept cookies by setting options within the browser. You can also delete cookies already stored on your computer again by accessing options within the browser.
NOTE. Blocking or deleting cookies may limit the usability of many websites including this one.