Hull Geological Society
Data Protection Procedure:
This procedure was adopted by the Committee in May 2018 to fulfil our obligations under the General Data Protection Regulations 2018. It was amended in July 2020 by the Committee.
personal data held by the Society falls into the following main categories–
Membership details for sending mailings, checking
subscriptions have been paid and reclaiming gift aid
Historic data about members contributions to the
Society’s activities and publications
Photographs of Society activities and geological
“Friends of the Society” who wish to receive details
of our events
RIGS Group membership and site records which may
include contact details of site owners and managers
Outstanding enquiries from the public
The Hull Geological Society holds the following data
about members –
address (if provided)
number (if provided)
Subscriptions and donations
personal information of the Officers (e.g. date of birth)
of members taking part in Society events
of geological specimens in members’ collections
The members’ data are held on computer and paper files
by the Secretary and Treasurer. The computerised data may be backed-up to a
“cloud” or portable devise (such as USB memory stick) to be shared between the
Officers of the Society. The data are not encrypted. The data might be
transmitted by e-mail between the Officers. The Society does not keep members’
bank details (apart from those who pay by regular bank transfers or standing
order); though the Secretary and Treasurer will be able to see the details on
cheques until they are presented to the Society’s bank.
details of members will not be sold or shared with other organisations.
addresses and contact details of members will not be intentionally shared with
other members or third parties. Members wishing to contact other members may ask
the Secretary to forward correspondence.
Officers of the Society are the Trustees of the Charity – their personal data
will be shared with the Charity Commission and they may be published
personal contact details of Committee members will be shared with other
Committee members so that they are able to contact each other for the purpose of
discussing Committee items and arranging events.
and town of residence of prospective members will be read to a General Meeting
before they are elected and may be announced in a newsletter (unless they
specifically request otherwise)
of the committee members, editors and officers will be published.
relating to Gift Aid (name, house number and post code) will be shared with the
Inland Revenue when we claim the gift aid.
A list of
members’ names may be shared with the University of Hull Library (members of the
Society may use the Library as readers but not borrowers)
and address of members is used to post the AGM agenda, Summer Programme and
address is used to send an e-mail newsletter, Society Notices or information
that the Officers think will be of interest to members. The e-newsletter will be
sent as a “blind copy” to “undisclosed recipients”.
telephone number may be used to contact members if the details of a meeting have
of the leaders of field excursions or the organisers of events will be
published. If a leader of a field trip or organiser of an event wishes to use a
booking system their chosen contact details will be published to enable the
bookings to be taken.
and towns of members may be published in the Society’s journal as part of a
records (including photographs) may be used to compile tributes (e.g. to
medallists or retiring officers) or obituaries. Historical records may be
published (such as date of joining); we will not intentionally publish the full
current personal contact details.
of the Society’s activities may be published in our journal, on our website or
on Social media. We would not normally name the members in the photographs
without permission unless the image is of historic significance (such as a medal
of members’ geological collections may be published in our journal, on our
website or on Social media. We would not normally name the members’ without
permission unless the collections are in the public domain.
members’ geological archives (e.g. notebooks or collections catalogues) may be
published in our journal, on our website or on Social media. We would not
normally name the members’ without permission unless the archives are in the
contacted by the University of Hull Library we will confirm whether an
individual is a current member of the Society.
of personal data
require members and guests to book – the personal information provided will be
shared with the member(s) organising the event and may be used to notify the
people who have booked if there are changes to the event or it is cancelled. If
the booking is made by e-mail the message may remain in the e-mail inbox
indefinitely, but will not be shared beyond the event leader and the Secretary.
Officer believes that the health or welfare of a member is at risk the personal
data of the member may be shared with the emergency services, NHS or a
bona fide colleague.
when the Government declares a medical epidemic the contact details of people
attending meetings will be gathered and kept for a specified period. For indoor
lecture meetings this data will be kept by the Secretary. For other indoor
meetings and outdoor meetings the data will be gathered and kept by the leader
or organiser of the event. This should be a paper record which should be
destroyed after a specified period of time.
Deletion of personal data –
personal contact data held by the Society will be deleted when the member
resigns if requested.
If a member
requests we will delete their personal data; that will mean that we cannot keep
the member informed of Society activities.
of members and archives on our website or social media will be deleted or
redacted upon specific request from the member or their estate
Social Media –
about people using the Society’s social media presence (e.g. “liking” the
Society’s Facebook Page) will not be kept but the Society; the use of the
personal data by the owners of the social media platform is beyond the control
of the Society.
and published data
The names of members are recorded in our manuscript
minutes book when they are elected to membership, contribute to a meeting, lead
a field trip, are elected to the Committee, resign or die. Members or their
estate may donate their archives to the Society, or allow the Society access to
them. These records may be used for historical purposes. The names of speakers
at meetings or leaders of field excursions may be published in newsletters or
reports. The contact details for authors of articles published in our journal
Humberside Geologist or on our website are only published if
requested by the author.
the Society” and corresponding societies.
The Society does not normally store information about
non-members. Enquiries about the Society from non-members may be kept for a
short while by the Secretary, but not shared with any other member or officer
without the permission of the enquirer.
Personal details of “friends of the Society” (e.g.
people with similar research interests or corresponding Societies) will not be
shared without their consent unless their contact details are in the public
addresses and postal addresses of “friends of the Society” and Corresponding
Societies may be used to send Programmes and Newsletters.
Deletion of personal data –
details of “friends of the Society” will be deleted upon request
from the public –
The contact details of people sending enquiries to the
officers of the Society will not be shared with others without permission. There
must be explicit consent from the enquirer for their contact details to be
circulated. The contact details may be kept on a computer or paper file for as
long as is appropriate.
the public attending Society meetings and events –
There may be times when the Society requests the contact
details of non-members attending meetings and events. The data will be used in
accordance with this policy and the “special use of data” section in particular.
Important Geological Sites (RIGS) –
sites will be held by the RIGS Officer and Secretary. This may include contact
details for the owners and/or managers of the sites. Those contact details will
not be published or shared with third parties without consent, but may be shared
with UKRIGS and local planning authorities.
details of the sites will be published; that should not imply that the site
owner has given permission for access to the sites.
Officer and Secretary may also hold contact details for non-members so that they
may be invited to meetings about RIGS or consulted on the conservation of sites.
Those contact details will not be published or shared with third parties without
this data protection
– if we accidentally break this policy we will contact the people involved with
details and an apology a soon as we realise. If the personal data are leaked or
compromised by factors beyond our control we will inform the people involved
with details of the problem as soon as were are aware of it.
The data protection policy has already been published.
This more detailed procedure was sent to current members in 2018, and will made
available on request in the future and published on the Society Website. Current
members in May 2018 were asked to confirm that they contented for the Society to
hold their personal details for the purposes listed above. It is assumed that in
future years that members give their consent for storage of their personal data
as set out above by paying their annual subscription. “Friends of the Society”
were asked to register for a new e-mail address list in 2018. RIGS contacts and
site owners and managers will be informed about the personal data held by the
RIGS Officer and asked to consent to future use.
The membership application form will be amended so that
new members are asked to give their active consent for personal data to be
stored when they apply to join the Society. The website will be amended to
inform people that if they contact the Society by e-mail or post they are giving
their consent for their data to be stored temporally; it will not be shared
without their consent. By requesting to receive the “Friends of the Society”
newsletter people are giving their active consent for their contact details to
be stored; this will not be shared without consent and will be deleted on
This procedure has been compiled by the Committee of the
Hull Geological Society and published in May 2018, following a data audit. The
Procedure was updated in 2020 during the Coronavirus pandemic after were
concerns were raised about whether the procedure would allow the sharing of data
with the emergency services.
Copyright - Hull Geological Society 2020
Registered Educational Charity No. 229147