Privacy Statement

Member Information & Data Protection Policy

Introduction & Purpose

The Historical Research Group of Sittingbourne (HRGS) is a not-for-profit organisation dedicated to investigating, recording, and promoting the history of Sittingbourne and the surrounding area through research, study, education, and publication.

We actively engage with members, volunteers, and the wider community in local history and archaeological activities.

We are committed to protecting the privacy of our members and supporters. This policy explains how we collect, use, store, and protect personal information, and how we ensure that research and heritage information is handled responsibly.

We operate in accordance with current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR).

What is Personal Information?

Personal information is any data that can be used to identify an individual. This may include:

Name, title, postal address
Email address and telephone numbers
Photographs
Payment or donation details
Volunteering or employment-related information
DBS check information (where applicable)
Social media interactions

We collect this information when you:

Join as a member, volunteer, or sponsor
Enquire about or participate in our activities
Subscribe to our publications or projects

Legal Basis for Processing Information

HRGS collects and uses personal information to support its legitimate interests, including:

Fulfilling our responsibilities to members and supporters
Managing membership and volunteering activities
Promoting events, projects, and initiatives
Fundraising and developing the group
Improving our services and understanding member needs
Handling enquiries or complaints
Meeting legal and regulatory obligations

How We Use Your Information

Your personal information will only be accessed by committee members or designated volunteers where necessary.

We may use your information to:

Administer your membership or subscriptions
Communicate news, events, and updates (via email or post)
Provide governance and organisational information
Inform you of volunteering or fundraising opportunities
Maintain accurate records
Support research and internal analysis

We do not sell or share your personal information with third parties for their own use.

However:

We may share images (e.g. photographs) as part of promoting initiatives such as the Wheels of Time scheme
We may share information where required by law or official authorities

Confidentiality

Members agree to:

Respect the confidentiality of internal discussions and communications where appropriate
Not share sensitive or personal information outside the group without permission

Research, Copyright & Intellectual Property

Research materials, photographs, and documents remain the property of the original contributor unless otherwise agreed
Permission must be obtained before sharing or publishing materials externally
Proper acknowledgement must always be given

Sensitive Heritage Information

To protect local heritage, members agree:

Not to disclose the locations of vulnerable or sensitive archaeological sites
To follow all relevant laws and best practices
Not to undertake unauthorised excavations or investigations

Digital Security

We take appropriate measures to protect personal data, including secure storage and restricted access.

Members should:

Use shared systems responsibly (e.g. Zoom, shared drives)
Not share passwords or access links without permission
Take care when storing group information on personal devices

We regularly review our systems to ensure they remain secure.

Photography & Media

Permission should be obtained before sharing images of individuals
Materials from private collections must not be reproduced or distributed without consent

Data Retention & Security

Personal data is only held for as long as necessary to manage our relationship with you
Data is securely stored and disposed of when no longer required
Only authorised individuals have access to personal data

You have the right to:

Request access to your personal information
Request corrections or updates
Request deletion of your data

Cookies

Cookies are small text files stored on your device when visiting our website. We use cookies to analyse traffic on our website.
We do not use third-party cookies.

Breach of Policy

Any concerns about misuse of information should be reported to the Committee.

Breaches may result in:

A reminder or warning
Restriction of access to group resources
Termination of membership in serious cases

Responsibility

The HRGS Committee is responsible for overseeing this policy and ensuring compliance. A designated contact, The Secretary, will act as the lead for data protection matters.