Hagley Historical and Field Society (HHFS)

Data Privacy

      1. Your personal data – what is it?

Personal Data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

      2. Who are we?

We are an Historical Society whose interest is the History of Hagley and the surrounding area. We are run by a committee which is the Data Controller and a Data Protection Officer has been appointed. The committee decides how your personal data is processed and for what purposes.

      3. How do we process your personal data?

The HHFS Committee complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

     4. We use your personal data for the following purposes:-

  • To administer membership records
  • To manage our own accounts
  • To inform you of news, events, activities, meetings or cancelled meetings

      5. What is the legal basis for processing your data?

Explicit consent of the data subject so that we can keep you informed about news, events, activities and meetings; administer membership records and manage our own accounts

      6. Sharing your personal data

Your personal data will be treated as strictly confidential and will not be shared outside the society

       7. How long do we keep personal data?

We keep your personal data for six years

      8. Your rights and your personal data

Unless subject to an exemption under the “GDPR”, you have the following rights with respect to your personal data:-

  • The right to request a copy of your personal data which HHFS holds about you
  • The right to request that HHFS corrects any personal data that is found to be inaccurate
  • The right to request your personal data is erased where it is no longer necessary for HHFS to retain such data
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability)
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
  • The right to object to the processing of personal data
  • The right to lodge a complaint with the Information Commissioners’ Office

      9. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then  u with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new  processing.

      10. Contact Details

To exercise all your relevant rights, queries and complaints, in the first instance please write to  our Data Protection Officer by email to hhfsociety@gmail.com

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Equality and Diversity Policy


Hagley Historical and Field Society (hereinafter called ‘the Society’) is open to all. We aim to treat every member equally, regardless of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.


All our meetings are held in venues that are accessible to wheelchair users. Whenever practical we aim to use a PA system and a hearing loop at our meetings.

We are committed to ensuring any member is able to attend our activities, so we will reassess our access requirements to meet the needs of members when we are notified of the requirement.

Visitor non-members are welcome at our activities upon payment of a fee, we will assess their access requirements when we are notified of the requirement.


The constitution of the Society states that membership is open to all interested persons who pay the annual subscription. Visitors who are not members are welcome at our activities upon payment of a fee.

We aim to organise a range of talks and events to suit the interests and meet the needs of a wide variety of people.

Inclusion and respect

All members are made to feel equally welcome and included at all Society meetings and events.

Sexist, racist, homophobic, transphobic or otherwise offensive and inflammatory remarks and behaviour are not acceptable. These constitute harassment, and have no place in the Society.

Dealing with discrimination and harassment

If any member feels they have been discriminated against by the Society or harassed at an event they should raise this with the committee.

The committee will investigate the complaint, listening to all members involved. (If the complaint is against a committee member, that member will not be part of conducting the investigation).

If the complaint is against a particular individual, this person will have the opportunity to express their point of view, accompanied by a friend. The person making the complaint will also have this opportunity.

If the complaint is against the Society as a whole, the Society must work to ensure that such discrimination is not repeated in the future, and must inform the members of how they propose to do this.

Any decision to exclude a person from the organisation due to discriminatory or harassing behaviour will be made with reference to the Society’s constitution. The Society will support people who feel they have been harassed or discriminated against, and will not victimise or treat them less well because they have raised this.