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Data Privacy Notice

Society for Army Historical Research - Registered Charity no. 247844

Your personal data - what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller's possession or likely to come into such possession. 

The processing of personal data is governed by the General Data Protection Regulation (GDPR) 2018, which was introduced into UK law by the Data Protection Act 2018. 

We record regular personal data such as your name, contact details, the category, amount and renewal month of your subscription, and whether, if you are a UK tax payer, you have signed a Gift Aid Declaration. We do not collect and record sensitive categories of personal data.

Who are we?

The Society for Army Historical Research is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

The Society for Army Historical Research complies with its obligations under GDPR:

  • By only keeping personal data relevant to the Society’s legitimate interests.
  • By keeping personal data up to date;
  • By storing and destroying it securely;
  • By not collecting or retaining excessive amounts of data;
  • By protecting personal data from loss, misuse, unauthorised access and disclosure;
  • By ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: 

  • To enable us to support the objects of the charity as specified in our constitution;
  • To administer membership records;
  • To fundraise and promote the interests of the charity;
  • To maintain our own accounts and records (including the processing of Gift Aid);
  • To invite you to attend events and activities organised by the Society.
  • To manage our major awards, essay prizes and financial grant schemes
  • To record those who have contributed articles to the Society’s Journal in order to administer queries or matters relating to copyright.

What is the legal basis for processing your personal data?

Processing is carried out by the Society for Army Historical Research provided: 

  • The processing relates to members or former members of the Society and those non-members who have engaged for specific purposes such as applying for grants or prizes. 
  • There is no disclosure to a third party without the subject’s active consent.
  • Processing is necessary for carrying out legal obligations in relation to Gift Aid.

Sharing your personal data

Your personal data will be treated as strictly confidential. Name and address details will never be shared with any third-party, save that a professional mailing company may be used for the purposes of posting the Journal and other material to you. The mailing company will be subject to a written contract with the Society to ensure that your data is only used for this purpose and not retained by them or shared with any other organisation. Other than this, we will only share your data with third parties with your consent.

How long do we keep your personal data?

We keep data about membership while you are either a member of the Society or actively engaged with the society as a non-member through grant applications and prizes. 

For those contributing to the Journal, they are retained indefinitely as part of both the published historical record and the editor’s archive. 

For Gift Aid declarations and associated paperwork, they are retained for up to 6 years after the calendar year to which they relate.

For grant applications and prize submissions they are retained for three years after the calendar year to which they relate.

For membership lapses, they are retained for one year from the date of lapse to allow a grace period for renewal in cases of unintentional lapses.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which the Society for Army Historical Research holds about you;
  • The right to request that the Society for Army Historical Research corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the Society for Army Historical Research to retain such data;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data;
  • The right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection 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 and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, for queries or for complaints please in the first instance contact the Society for Army Historical Research at:

9 St. Wilfred's Road,
Barnet,
Hertfordshire
EN4 9SB

You can contact the Information Commissioners Office on 0303 123 1113 or at ico.org.uk/global/contact-us/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.