What information do we keep and why?
We record the contact details of members of the Society so that we can administer the Society properly and communicate with them. We may also record contact details of non-members if they attend events such as coach trips.
We record personal details when you order publications or other items by post or from our online shop.
The law allows us to use your personal information in these ways because:
- it is required by law: as a company the Society is required to keep a register of its members, and for the purposes of claiming Gift Aid it needs to maintain records in accordance with the requirements of HMRC; and/or
- it is required by your contract of membership with the Society; and/or
- it is necessary for us to fulfil our contract with you to supply goods you order from us; and/or
- it is necessary for the proper administration of the Society – what the law calls our “legitimate interest”.
Am I obliged to provide this information?
Providing the information required by our application form is an essential part of your contract of membership. As a matter of law you cannot be a member of the Society unless you provide us with your name and address.
Providing your personal details for any orders you place with us is essential to permit us to fulfil our contract to supply the goods you order.
Who has access to the information?
With the exceptions mentioned below we will not communicate your personal information to anyone outside the Society unless you agree or we are legally required to do so.
You should be aware that any member of the public has a right under company law to inspect and copy our register of members, which contains the names and addresses of our membership. We need to supply personal information to HMRC about any member whose subscription is gift-aided.
We may use third party providers to transmit email communications to members who have agreed to receive them and/or to dispatch our Newsletter and other postal communications to members. Where we transfer information to third parties to enable them to fulfil these functions, we will comply with the relevant legal rules governing such transfers: these are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.
How do we communicate with you?
As members of the Society we send you by post our quarterly newsletter, and any information we are legally required to give you. If you have agreed that we can contact you by email we may do so. This may include sending you news and updates about the Society and its activities. If you would like us to stop sending you this material, you can tell us to do so at any time.
If you have ordered goods from the Society we will use your e-mail address to communicate the progress of your order. We may, if we feel it will assist in fulfilling your order, speak to you using your phone number. Once your order is completed we will not contact you.
How long do we keep the information?
We are required by law to keep membership names and addresses in our register of members for a period of ten years after you cease to be a member. If your subscription is gift-aided, we also need to keep details relevant to HMRC for so long as HMRC is entitled to raise enquiries about the Society’s tax affairs (normally 7 years after the end of the tax year in which you made your last subscription). We destroy any other information we have about you one year after you cease to be a member.
We destroy all personal details associated with orders 3 months after your order is completed.
What are your rights?
The law gives you various rights regarding your personal information. These depend on the circumstances, but may include the right to ask us to give you access to the information we have about you, to tell us to correct, delete or transfer this information, or to restrict or object to our use of it. If you would like to discuss or exercise any of these rights, please contact us.
How to contact us
The body responsible for managing your information is
The Enfield Society
2 Parsonage Lane
The Society is registered in England and Wales as a company limited by guarantee (no 312134), and as a charity (no 276451). You can contact us at the above address, by leaving a message on 020 8363 9495, or by emailing us at firstname.lastname@example.org.
What if you have any complaints?
If you think that we have not dealt properly with any concern you have, you can complain to the Information Commissioner’s Office at www.ico.org.uk.
Changes to our practice
The information given above may change to reflect changes in the law or our own practice. We will not, however, make any use of your personal information which is inconsistent with the purpose for which it was obtained unless you have agreed to our doing so.