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Contents [Click the title to go to the section]
Who We Are and What This Policy Covers
The lawful basis on which we process this information
Requesting access to your personal data
Information We Collect Automatically
Ads and Analytics Services Provided by Others
At The Cumbria Family History Society [CFHS] your privacy is important to us. We operate to fundamental principles which are in accordance with the GDPR and any other relevant legislation:
· We only collect personal information from you that is legitimately needed for us to fulfil our obligation to you as a member of the society.
· We store personal information for only as long as we have a reason to need it or are required to for legal reasons.
· We aim to make it as simple as possible for you to determine what information we hold on you and how you can correct any errors
· We aim for full transparency on how we gather, use, and share your personal information.
The Cumbria Family History Society (CFHS hereafter) is a charity, constituted by rules revised and adopted in April 2008 and approved by the Charity Commission (number 227786). The objects of the CFHS are to promote, encourage, foster and coordinate genealogy, with special reference to the County of Cumbria, which now includes the historic counties of Cumberland and Westmorland and Lancashire North of the Sands and the Sedbergh district of Yorkshire. The principal office of the CFHS is c/o The Treasurer, 23 SCHOOL FOLD, HESKETH BANK, PRESTON, PR4 6RE .
Below we explain how we collect, use, and share information about you, along with the choices that you have with respect to that information.
We only collect information about you if we have a reason to do so, for example, to provide our Services, to communicate with you in relation to your membership, to improve our Services, or deal with your communication.
We collect and process all information on the basis of legitimate interest. In limited cases we may process information based on consent, but where that is the case it will be clearly shown and you will have to positively state that you provide consent.
The CFHS considers that the use of information provided by users of CFHS facilities will have a reasonable expectation that the data provided will be processed in line with the or use of CFHS facilities in ways they would reasonably expect.
The CFHS has carried out a legitimate interests assessment and consider that the individual’s interests do not override these legitimate interests and that such processing is not intrusive and likely to cause them harm.
Any person has a right to object to the processing of their data. The CFHS however believes there is compelling reason for the processing of basic data as it is unable to fulfil its responsibilities without that information being processed. Without the processing of data it is not possible for you to be a member of the CFHS.
You do however have the right to object to direct marketing. If you wish to be removed from direct marketing distributions then you should inform the CFHS of this by contacting the Secretary at email@example.com This will not affect the ability of the CFHS to send you communications on non-marketing matters in connection with your membership of the CFHS.
Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the Secretary at firstname.lastname@example.org or via the contact page on the website.
You also have the right to:
· object to processing of personal data that is likely to cause, or is causing, damage or distress
· prevent processing for the purpose of direct marketing
· object to decisions being taken by automated means
· in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
· claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance so that we can rectify the situation. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
We collect information in two ways: if and when you provide information to us and automatically through operating our Services.
This information is normally provided when you apply for or renew membership, though it may also be requested when setting website preferences or contacting us. Every attempt will be made to make it clear why we are collecting this information.
Typically we will collect the following information:
· We collect information that you provide to us when applying to join or renewing your membership of the CFHS. The amount and type of information depends on the context and how we use the information. Here are some examples:
· Membership: We ask for basic information from you in order to set up your membership. For example, we require your name and address and email address. Other optional items can be provided if you wish, such as your preferences and interests.
· Website facilities: If you wish to use any website facility such as being advised of new items we ask you to provide your name and email address.
· Communications with us : You may also provide us information when you respond to surveys, or communicate with our officers.
We also collect some information automatically:
· Log Information: Like most online service providers, we collect information that web browsers, mobile devices, and servers typically make available, such as the browser type, IP address, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information.
· Usage Information: We collect information about your usage of our Services. For example, we collect information about how many times you visit the website and which pages you visit, however this information does not contain any direct personal data and is processed using your IP address.
· Location Information: We may determine the approximate location of your device from your IP address. We collect and use this information to, for example, calculate how many people visit our Services from certain geographic regions.
All the personal data we process is processed by our officers in the UK. For the purposes of IT hosting and maintenance this information is located on servers within the United Kingdom. No third parties have access to your personal data unless the law allows them to do so.
If however you access our services from outside the United Kingdom it is possible your data may be temporarily held on servers or other caching points that are outside the UK.
We have a Data Policy in place to oversee the effective and secure processing of your personal data. More information on this policy can be found on our website.
We use information about you as mentioned above and as follows:
· To provide our Services – for example, to send you our Newsletter or to send you emails with the details you have requested;
· To further develop our Services, for example by adding new features that we think our users will enjoy or will help them to use our facilities more efficiently;
· We use your supplied interests to provide you with relevant material and to contact you about topics you may be interested in;
· To monitor and analyse trends and better understand how users interact with our Services, which helps us improve our Services and make them easier to use;
· To monitor and protect the security of our Services, detect and prevent fraudulent transactions and other illegal activities, fight spam, and protect the rights and property of the CFHS and others;
· To communicate with you about offers and promotions offered by the CFHS and others we think will be of interest to you, solicit your feedback, or keep you up to date on our products; and
· To personalize your experience using our Services, provide content recommendations and serve relevant advertisements.
We do not sell our users' private personal information to any other party and information is only disclosed to third parties if it is necessary in order for us to fulfil our obligations or as required by law.
We share information about you in the limited circumstances spelled out below and with appropriate safeguards on your privacy:
·Third Party Vendors: We may share information about you with third party vendors who need to know information about you in order to provide their Services to us. This group includes vendors that help us provide our Services to you, e.g. payment providers that process your credit and debit card information. We require vendors to agree to privacy commitments in order to share information with them.
· As Required by Law: We may disclose information about you in response to a subpoena, court order, or other governmental request.
· To Protect Rights and Property: We may disclose information about you when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of the CFHS, third parties, or the public at large. For example, if we have a good faith belief that there is an imminent danger of death or serious physical injury, we may disclose information related to the emergency without delay.
· With Your Consent: We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties with which you authorize us to do so, such as the social media services, or we may publish limited personal details about new members in our Newsletter.
· Aggregated and De-Identified Information: We may share information that has been aggregated or reasonably de-identified, so that the information could not reasonably be used to identify you. For instance, we may publish aggregate statistics about the use of our Services.
· Published Support Requests: And if you send us a request (for example, via a request email or one of our feedback mechanisms), we reserve the right to publish that request in order to help us clarify or respond to your request or to help us support other users.
Information that you choose to make public. That means, of course, that information like your public profile, or other content that you make public on our website or any other website associated with us but controlled by other entities such as Facebook or Twitter, and your “likes” and comments on other websites that use our Services, are all available to others. Public information may also be indexed by search engines or used by third parties. Please keep all of this in mind when deciding what you would like to share.
We only retain your data as long as is necessary to serve our legitimate interests. There are two categories which have different criteria for retention as detailed below.
1. Members’ Data: we retain this data as long as you remain a member. If you cease to be a member, then your data will be removed within 2 years of ceasing to be a member, except for cases that have legal requirements for a longer period. In most cases this will only refer to any documents that HMRC or the Charities Commission require us to retain for a period of 6 years.
2. In the case of non-members, we retain data only as long as you wish us to, you can remove your data at any time by using the website facility or instruct us to do so by contacting the Secretary at email@example.com If you remove your data it will be destroyed and it will not be possible to reclaim it or provide any record of it. The only exception is where you have instructed us not to contact you, in which case we have to keep a record that you do not want us to contact you.
3. Where data is collected at conferences and seminars, the data we collect and how we will use it and retain it will be detailed on the relevant application form. In the absence of any such detail the following general conditions will prevail.
a. We will normally collect name, email address and interests relevant to the event.
b. This detail will be made available to other attendees to enable contacts to be made by those with similar interests.
c. The details will be provided under the strict condition they are not divulged to any party not in attendance at the event.
d. All details will be destroyed within 6 months of the event unless there is an ongoing relationship with the attendee.
4. E-Mails: it is probable that copies of emails will be retained on servers in various parts of the internet. We have no control over copies of emails that are kept outside our control. For emails that are under our control we retain them for a maximum period of 2 years from the date of sending unless it is necessary to keep a copy for contractual or legal reasons in which case they will be kept as long as essential for that reason.
Whist no online service can be warranted to be 100% secure, we work hard to protect information about you against unauthorized access, use, alteration, or destruction, and take reasonable measures to do so. To enhance the security of your account, we encourage you to ensure you use adequate passwords and do not disclose them to anyone.
You have several choices available when it comes to information about you:
Limit the Information that You Provide: If you are a member, you can choose not to provide the optional information. Please keep in mind that if you do not provide this information, certain features of our Services may not be accessible.
· Opt-Out of Electronic Communications: You may opt out of receiving promotional messages from us. Just follow the instructions in those messages. If you opt out of promotional messages, we may still send you other messages, such as those about your membership and legal notices.
· Set Your Browser to Reject Cookies: At this time, the CFHS does not respond to “do not track” signals across all of our Services: see further details in the cookie section. However, you can usually choose to set your browser to remove or reject browser cookies before using CFHS websites, with the drawback that certain features of CFHS websites may not function properly without the aid of cookies. For further information about cookies and how they work visit www.aboutcookies.org or www.allaboutcookies.org. For information on how to reject cookies please refer to the documentation for the browser you are using.
To denote if you have explicitly accepted cookies or rejected them. This remains active for one year when you will be required to revalidate your status.
Contain YES or NO to indicate whether you have agreed to cookies or not. It does not contain any personally identifiable information. This is an essential cookie that has to be set to identify your preferences.
To identify if you have logged in as a member, this will remain active unless closed by the user.
Contains a random string of characters which is your current log in id, this does not contain any personal data, plus the standard cookie data of creation and expiry date and last access date.
To denote if you want the site to appear in administration mode. This cookie is only available to and set by administrators. This is a session cookie therefore is deleted as soon as the browser is closed.
Whether open or closed, plus the standard cookie data of creation and expiry date and last access date.
These are essential site cookies, used by the google reCAPTCHA. One or more of these cookies may be set during the recaptcha verification process.
Third party cookies, further information
These cookies do not contain any personally identifiable information they use an unique identifier for tracking purposes.. Only used on pages where you are required to verify you are not a robot.
If you do not allow these cookies you will be unable to use those pages and error messages will be displayed.
This is an essential cookie used by Cloudflare, it cannot be disabled or refused if you wish to use the website. It has the sole purpose of carrying out the transmission of a communication over an electronic communications network
When you make payments on this website you are actually using the website of our payment Gateway PayPal and are therefore subject to their terms and conditions and they may set cookies, please note these are not being set by Cumbria FHS. For further details on PayPal cookies and faclities to manage them, please visit PayPal Statement on Cookies
Cloudflare is a content distribution network which improves access to the website by speeding up content loading. It contains only a random string such as “d39c6087b053d9a211f71648775461f981519301939” to identify the PC for security purposes.
There is no way for us to prevent setting this cookie and if you do not wish it to be set you must do this in your browser settings. If you refuse this cookie the website may not function.
Do Not Track. This is a feature implemented in most browsers which can be turned on by the user, sometimes called ‘Private Browsing’, though it is normally turned off by default and therefore requires action to implement. If implemented a signal is sent to our servers requesting they do not track activity, if applied this would cancel all cookies and essentially prevent some parts of the website working.
Do Not Track requests will be honoured by the website to the extent possible with current technical systems. There are some items that cannot be turned off, for example the website has to track your IP address to be able to communicate with you and those requests are kept in a log file for a period of time. Although an IP address is considered personal information they can and are changed and given to different people from time to time, so an individual IP address will not exactly identify someone without access to other information, this information is not available to us and is in general kept by the body providing your connection to the internet. For this reason we are not able to correlate log records containing IP addresses with any particular person and therefore are unable to supply this data.
By exception, anyone who has logged in to the website will be excluded from DO NOT TRACK as this is essential to them being able to access the member areas.
It should be noted that there are many configurations for Do Not Track and Cookie Control which are in the browser and under the control of the user, for this reason we cannot exactly say how your particular browser and settings will work.
CFHS websites are accessible worldwide. By accessing or using the Services or otherwise providing information to us, you consent to the processing, transfer, and storage of information from other countries, which may have rights and protections that are different from those in your home country. Although every effort is made to retain all data within UK the nature of Content Distribution and Cloud Backup means that data could get retained on servers or other storage media outside the UK. This is especially the case when accessing Services from outside the UK.
The CFHS does not use advertising services provided by others. However, some facilities on the CFHS website may require the setting of cookies to function, for example the Google Re-Captcha verification used may set a cookie as part of the verification process. This as far as we are aware is not traceable to you and does not contain any personal information.
If you would like to use third party software like browser plugins with our Services, please keep in mind that when you interact with them you may provide information about yourself to those third parties. We do not own or control these third parties and they have their own rules about collection, use and sharing of information. You should review their rules and policies when installing and using third party software.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
1. This is the original document issued on 1 May 2018.
These terms and conditions govern your use of our website; by using our website, you accept these terms and conditions in full. If you disagree with these terms and conditions or any part of these terms and conditions, you must not use our website.
By using this website you automatically agree to these terms and conditions.
(2) Licence to use website
Unless otherwise stated, we own the intellectual property rights in the website and material on the website. Subject to the licence below, all these intellectual property rights are reserved.
You may view, download for caching purposes only, and print pages or any content from the website for your own personal use, subject to the restrictions set out below and elsewhere in these terms and conditions.
You must not:
(3) Acceptable use
You must not use our website in any way that causes, or may cause, damage to the website or impairment of the availability or accessibility of the website; or in any way which is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity.
You must not use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, rootkit or other malicious computer software.
You must not conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent.
You must not use our website to transmit or send unsolicited commercial communications.
You must not use our website for any purposes related to marketing without our express written consent.
(4) Restricted access
Access to certain areas of our website may be restricted. We reserve the right to restrict access to any areas of our website, or indeed our whole website, at our discretion.
If we provide you with a user ID and password to enable you to access restricted areas of our website or other content or services, you must ensure that that user ID and password is kept confidential to yourself and not released to any other party.
We may disable any user ID and password in our sole discretion without notice or explanation.
(5) User generated content
In these terms and conditions, "your user content" means material (including without limitation text, images, audio material, video material and audio-visual material) that you submit for use on our website, for whatever purpose.
You grant to us a worldwide, irrevocable, non-exclusive, royalty-free licence to use, reproduce, adapt, publish, translate and distribute your user content in any existing or future media. You also grant to us the right to sub-license these rights, and the right to bring an action for infringement of these rights.
Your user content must not be illegal or unlawful, must not infringe any third party's legal rights, and must not be capable of giving rise to legal action whether against you or us or a third party (in each case under any applicable law).
You must not submit any content for use on the website that is or has ever been the subject of any threatened or actual legal proceedings or other similar complaint.
We reserve the right to edit or remove any material submitted to our website, or stored on our servers, or hosted or published upon our website, without giving any reason.
(6) Limited warranties
We do not warrant the completeness or accuracy of the information published on this website; nor do we commit to ensuring that the website remains available or that the material on the website is kept up-to-date.
To the maximum extent permitted by applicable law we exclude all representations, warranties and conditions relating to this website and the use of this website (including, without limitation, any warranties implied by law of satisfactory quality, fitness for purpose and/or the use of reasonable care and skill).
(7) Limitations and exclusions of liability
Nothing in these terms and conditions will: (a) limit or exclude our or your liability for death or personal injury resulting from negligence; (b) limit or exclude our or your liability for fraud or fraudulent misrepresentation; (c) limit any of our or your liabilities in any way that is not permitted under applicable law; or (d) exclude any of our or your liabilities that may not be excluded under applicable law.
The limitations and exclusions of liability set out in this Section and elsewhere in these terms and conditions: (a) are subject to the preceding paragraph; and (b) govern all liabilities arising under the terms and conditions or in relation to the subject matter of the terms and conditions, including liabilities arising in contract, in tort (including negligence) and for breach of statutory duty.
We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control.
You hereby indemnify us and undertake to keep us indemnified against any losses, damages, costs, liabilities and expenses (including without limitation legal expenses and any amounts paid by us to a third party in settlement of a claim or dispute on the advice of our legal advisers) incurred or suffered by us arising out of any breach by you of any provision of these terms and conditions, or arising out of any claim that you have breached any provision of these terms and conditions.
(9) Breaches of these terms and conditions
Without prejudice to our other rights under these terms and conditions, if you breach these terms and conditions in any way, we may take such action as we deem appropriate to deal with the breach, including suspending your access to the website, prohibiting you from accessing the website, blocking computers using your IP address from accessing the website, contacting your internet service provider to request that they block your access to the website and/or bringing court proceedings against you. We are under no obligation to advise you in advance or otherwise of our intended actions.
We may revise these terms and conditions from time-to-time. Revised terms and conditions will apply to the use of our website from the date of the publication of the revised terms and conditions on our website. Please check this page regularly to ensure you are familiar with the current version. A revision history is noted at the end of this document.
We may transfer, sub-contract or otherwise deal with our rights and/or obligations under these terms and conditions without notifying you or obtaining your consent.
You may not transfer, sub-contract or otherwise deal with your rights and/or obligations under these terms and conditions.
If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect. If any unlawful and/or unenforceable provision would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect.
(13) Exclusion of third party rights
These terms and conditions are for the benefit of you and us, and are not intended to benefit any third party or be enforceable by any third party. The exercise of our and your rights in relation to these terms and conditions is not subject to the consent of any third party.
(14) Entire agreement
(15) Law and jurisdiction
These terms and conditions will be governed by and construed in accordance with English law, and any disputes relating to these terms and conditions will be subject to the exclusive jurisdiction of the courts of England and Wales.
(16) Our details
The full name of our Society is Cumberland and Westmorland Antiquarian and Archaeological Society.
We are registered in England under charity registration number 227786.
Our address is c/o Hon. General Secretary, Westlands, Westbourne Drive, Lancaster, Lancashire LA1 5EE
You can contact us by email by using one of the contact addresses, or the contact form on the Contacts Page of the website.
Original : 1st May 2018
These terms and conditions are based on a form created and distributed by Website Law and Template Contracts