Who are we?

This Privacy Notice is provided to you by the Council of The Gravesend Historical Society (GHS) which is the data controller for your personal data.

Your personal data – what is it?

“Personal Data” is any information about a living individual which allows them to be identified from that data (for example a name, photograph, video, email address, or address).  Identification can be by the information alone or in conjunction with any other information.  The processing of personal data is governed by the Data Protection Bill/Act 2017, the General Data Protection Regulation 2016/679 (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act 1998.

What personal data do we process?

We may process the following personal data on occasions to perform our tasks :

  • Names, titles, and aliases
  • Contact details such as telephone numbers, addresses, and email addresses
  • Financial identifiers such as bank sort code and account numbers, payment card numbers, payment/transaction identifiers

How do we process your Personal Data?

We will comply with legal obligations to keep personal data up to date;  to store and destroy it securely;  to not collect nor retain excessive amounts of data;  to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

We may use your personal data for some or all of the following purposes :

  1. To maintain our membership records
  2. To collect and record subscriptions and donations, and where applicable to claim Gift Aid
  3. To produce and send out notifications of our meetings, activities and events, including appropriate details of speakers, leaders and contact persons
  4. To produce and send out publications, newsletters and other information that are either provided as part of GHS membership or that you have requested
  5. To take bookings and to collect and record entrance or participation fees for relevant GHS activities and events
  6. To sell and deliver items or services and to collect payments for these
  7. To ensure the health and safety of those attending meetings, events and activities arranged by us, for example by recording attendees
  8. To produce and promote publications, including appropriate details of authors, contributors and participants in activities described therein, sometimes with photographs
  9. To seek your views or comments concerning us and potential changes
  10. To store old or modern items of local interest in our historical archive
  11. To make information in our historical archive available for research and publication
  12. To manage website transactions, including the use of cookies.

What is the lawful basis for processing your personal data?

We are legally obliged to ensure your health and safety at meetings, activities and events, usually by noting your personal data on an attendee list;  we are also legally required to provide your personal data to HMRC if you have agreed to our claiming Gift Aid on your subscriptions or donations.

If you are a member, we are contractually required to process your personal data as necessary in order to maintain your membership record, to collect your subscription, to send you programmes of meetings, activities and events, to send you publications and newsletters provided as part of membership, and to take your booking for any activity and event where necessary.

If you buy an item or a service from us, or pay an entrance or participation fee for an activity or event, that constitutes a contractual basis for any associated processing of personal data.

It is a legitimate interest for us on occasions to consult members for their views, for instance about the range of activities organised, or about constitutional changes.

It is also in our legitimate interest as a Historical Society to preserve old and modern archive material.  However, we will not allow access to your personal data within any such material without your consent. 

For all other purposes described in the preceding section, such as those where your name may appear in published material, and further purposes relating to our archive and website, we will first obtain your consent to the use of your personal data in the relevant processing.

Sharing your personal data

Your personal data will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent.  It is possible that we could need to share your data with some or all of the following :

  • Members and the general public, subject to your consent; where you are included as a speaker, leader, author, contributor, participant etc. in published material as in items 3, 4, 8 above, or where you are included in archive material as in item 11 above
  • Our agents, servants and contractors; for example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our computer systems on which personal data is held
  • Royal Mail or other contractors or persons as appropriate, in order to send physical items to you; also internet service providers, in order to send electronic material to you.

How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so or if they are part of our archive.  We may keep some other records for an extended period of time.  For example, it is current best practice to keep financial records for a minimum period of 7 years to support Charity Commission or HMRC audits.  In general, we will endeavour to keep personal data only for as long as we need it, and will then delete it.

Your rights and your personal data

You have rights with respect to your personal data as listed below.  When exercising any of these rights, in order to process your request, we may need to verify your identity for your security.  In such cases we will need you to respond with proof of identity before you can exercise these rights.

  1. The right to access personal data we hold on you :
  • At any point you can contact us to request the personal data we hold on you as well as why we have that information, who has access to it and where we obtained it. Once we have received your request we will respond within one month
  • There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
  1. The right to correct and update the personal data we hold on you :
  • If the personal data we hold on you is out of date, incomplete or incorrect, you can inform us and it will be updated.
  1. The right to have your personal data erased :
  • If you feel that we should no longer be using your personal data or that we are illegally using your personal data, you can request that we erase the data we hold
  • When we receive your request, we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
  1. The right to object to processing of your personal data :
  • You have the right to request that we stop processing your data. On receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data.  Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
  1. The right to data portability :
  • You have the right to request that we transfer some of your personal data to another data controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
  1. The right to withdraw your consent to the processing at any time for any processing of personal data to which consent was sought :
  • You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
  1. The right to object to the processing of personal data where applicable.
  2. The right to lodge a complaint with the Information Commissioner’s Office (see Contact Details below).

Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the UK and EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the UK Government or the European Union.  Our website is also accessible from overseas so on occasion some personal data (for example in a meeting programme, newsletter or publication) may be accessed from overseas.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where necessary, we will seek your prior consent to the new processing.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:

The Hon. Secretary, Sandra Soder (representing GHS Council, the Data Controller) : 58 Vicarage Lane, Chalk, Gravesend, Kent, DA12 4TE; tel: 01474 363998; e-mail

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire S