Privacy Policy

Introduction

The officers of the Postal History Society believe that its members should always know what data is collected from the members, how the data is used and that members should have control over both. The Data Protection Act 2018 controls how personal information is used by organisations, businesses or the government, and as part of the Society's ongoing commitment to transparency and in order to comply with the Data Protection Act 2018, this is the Society’s Privacy Policy. It enables members to make the best decisions about the information that they share with the Society.


Data Collection and Retention

The Society is required to keep accurate membership files and to confirm its policy on data use. The Society needs a member’s consent to collect and retain contact details for Society business. Members are expected to inform the Society of any changes of their contact information.


Under the regulations there is no stipulated period of time that data can be held. However, data will only be held for the period that it is required. Once a Society member resigns or does not renew their subscription, their data will be kept for a minimum of seven years for HMRC purposes and then deleted.


Data Usage

Data will be shared with the Society’s Officers in accordance with the needs of their office. No personal data (other than names) will be used in the Society’s journals, website or other publicly shared communications without the explicit consent of the member concerned.


The Society may provide hyperlinks from its website to websites of third parties. Please note that this privacy policy applies only to the contents of the Society’s website and not to those websites to which the Society may provide a link.


The Society collects and uses the following information to provide services and goods, including delivery, and also for service updates or marketing purposes:

  • Names
  • Email addresses
  • Telephone numbers
  • Addresses
  • Purchase or account history
  • Payment details (including bank information for transfers)
  • Records of consent, where appropriate

Members’ names and addresses are supplied to the printer of the Society’s Journal and Auction catalogues for the expressed use of mailing out those publications. This is covered by a data sharing agreement.


The need for consent only applies when using the personal data in a public forum or passing information to other third parties. If such a need arises then specific consent will be sought from the member. The Society does not release personal data to (for example) stamp dealers, auction companies or any third party wanting to contact the members. The Society will not share anyone’s personal data with any other member without specific written consent.


Details Provided by Members

The following information is collected from members when completing the Membership Application process and is held in secure, electronic form on the Society’s files:

  • Name
  • Address
  • Telephone number
  • Email Address.

Information about subscription payment dates, amounts and method of payment are also collected when members pay their annual subscriptions.


Control and Processing of the Data by the Society

For the purposes of the regulation, the Council of the Postal History Society is the Data Controller, which owns the data. The Officers of the Society will use the data for internal purposes only, including the sending out of the Society’s Journal, auction catalogues, etc.


Data Access, Rectification and Erasure

The person who has provided the personal data has the following rights to the data provided:

  • A right of access to the data
  • A right to rectify the data
  • A right to the erasure of the data.

A member can request a copy of the data held by the Society. They can request that it is changed if it is incorrect or request that it is erased if it is no longer to be retained. Any request to use these rights must be dealt with within one month of receipt of notification to the Society. Requests for access to the data on the membership files will be handled without charge. Proof of identity may be required before any information is amended or deleted.


Lawful Bases and Data Protection Rights

The lawful bases for collecting or using personal information to provide services and goods or for service updates or marketing purposes are:


Consent - we have permission from a member after the Society has given all the relevant information. All of the data protection rights may apply, except the right to object. To be clear, consent may be withdrawn at any time.


Contract – the Society has to collect or use the information so it can enter into or carry out a contract with its members. All of the data protection rights may apply except the right to object.


Contact Details

The Society’s Membership Secretary should be notified by a member if they wish to use any of their data access, rectification and erasure rights. The Membership Secretary can be contacted by email, address: membership@postalhistory.org.uk, or by post at PHS Membership Secretary, 102 Alcester Road South, Kings Heath, Birmingham B14 7PR.


If a member has any concerns about the data held about them by the Society and this has not been resolved to the member’s satisfaction, the member can contact the Information Commissioner’s Office by telephone on 0303 123 1113, by email through the Internet https://ico.org.uk/global/contact-us/email or by post at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.


Last updated: 12th December 2024