Privacy Statement

Privacy Statement

The Historical Research Group of Sittingbourne (HRGS) is a not for profit organisation with the aim to investigate, record and promote the history of Sittingbourne and the local area by research, study, education and publication.

The HRGS works to involve and engage with people in the research of local history and archaeology excavations and research in a variety of ways. Research projects; and publications including the 10-monthly magazine – The Archive – see our list of projects.

We are committed to protecting the privacy of our members and sponsors. This privacy statement sets out the way we collect, store and process your personal information in accordance with current UK data protection legislation (the Data Protection Act 1998 and the EU General Data Protection Regulation (GDPR)).

This policy may be updated from time to time to ensure we continue to provide you with accurate information.

What is personal information?  

We will collect personal information when you or your organisation join as a volunteer, member or sponsor, enquire or take part in our activities, or subscribe to one of our projects.

Personal information is information that can be used to identify you. Examples of personal information include your name, title, postal address, email address, telephone numbers and photographs. It can also include personal information relating to processes including payment information (such as bank details), and donations, Disclosure and Barring Service (DBS) checks, information relating to employment or volunteering, or social media interaction. 

What is the legal basis for collecting your information?

The HRGS only collects personal information to enable us to carry out our legitimate interests, to enable us to fulfil our obligations relating to membership and volunteering and project opportunities.

The HRGS’ legitimate interests are:

  • Fulfilling our duty to members and sponsors.
  • The promotion, marketing and advertising of our services and products.
  • Working to improve and develop new and existing services and products.
  • Fundraising and promotion of the interests of the group.
  • Improving understanding the needs of our members and sponsors.
  • Handling enquiries and complaints.
  • Complying with legal requirements and regulations.

How do we use your personal information?

Your personal information will only be accessible to key committee members, and some limited volunteers if it is appropriate in order for them to carry out their role.

We may use your information in a variety of ways including:

  • To process your membership of the HRGS or subscription to The Archive
  • To send you information about the latest HRGS news, projects and events via printed and e-newsletters and email.
  • To send you governance information.
  • To update your information.
  • To send you information about volunteering opportunities and fundraising.
  • To profile information for the purposes of research.

We will not sell or pass on your personal information for other organisations to use for their own purposes. As we are part of The Wheels of Time scheme, photos may be passed on to promote the scheme.

We will share your information when we are legally obliged to at the request of a government or law enforcement authority.


You can find out what personal information we hold about you and update your personal information by contacting us at   

You can request the removal of your personal information from our records at any time by contacting us   

The HRGS take the security of our members and sponsors personal information very seriously and take appropriate steps to ensure your data is securely stored.

Only authorised personnel are able to access your personal information and all personal information is transferred using secure processes. Our processes and systems are regularly reviewed to ensure they remain secure.

We only hold your personal information for as long as is necessary for us to administer our relationship with you.

If we dispose of your information, it will always be done so securely.


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Further information

If you have any questions about the HRGS privacy policy and your rights, please contact us at

For further information about data protection and your rights please visit the Information Commissioners Office at