Data Privacy Policy (version 1.6 dated 17th March 2021)
of the
Alde Valley Suffolk Family History Group (AVSFHG)
in compliance with the
General Data Protection Regulation (GDPR)

[This is closely based on the Suffolk Family History Society (SFHS) Privacy Policy, pp.263-264]


☞  Version 1.3 of this page was published verbatim on page 11 of Issue no 41 of the "Alde Valley Suffolk Family History Group Newsletter" dated July 2018.
Subsequent changes are limited to the list of forms towards the foot of this page, and to v1.6/March 2021 amendments (the latter marked in red/asterisked).


Q.  WHAT promises do we make?



Our Privacy Policy will help you understand what information we collect and process, how we use it, and what choices you have about your personal data.

In the following, the terms "AVSFHG", "the Group", "we", "us" and "our" all refer to the Alde Valley Suffolk Family History Group.



The services that the Group offers are set out on our "About us" page at .



To administer the Group and provide a service to you, our members, we need certain data from you.  As a minimum we need your name and preferably your email address, but, failing that, your postal address.  We use that minimal information specifically to transmit the Newsletter to you and to administer your membership, including the collection of membership fees.

We consider this is a lawful basis for processing a limited amount of your personal data.



The Committee "will be responsible as data controller for ensuring that the records are held securely".  The "data processors" (or "information officers" as we prefer to call them) are limited to four specific posts within the Committee, namely the Secretary, the Membership Secretary, the Newsletter Editor and the Publicity Officer.  Currently, the latter two posts are held by the same person.  ❋New members' details are also passed to the holder of the "New Members' Welcome" post (who is not necessarily a Committee member), so that the welcome pack can be sent to them.❋  The individuals occupying those posts at any particular time are indicated on the AVSFHG "Contact us" webpage with an "ℹ︎", denoting "information officer".  Only these persons are privy to members' data.



Someone, like you, whose data is held is a "data subject". 

Article 4(11) of the Regulation stipulates that "Consent of the data subject means any freely given, specific, informed and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her".  The duty of AVSFHG is to comply with the spirit of that and honour your trust in us.

When you apply to join you are asked if you consent to your details being stored on our database to facilitate the Group's administration.  Be sure that that information will not be shared with third parties, and that you can withdraw your consent at any time by advising the Membership Secretary in writing.

Be aware that photos are taken at some events, potentially for our website and/or Newsletter.  You will appreciate that it is impractical for us to know which individuals may prefer not to appear in our pictures, so please advise the photographer if you don't wish to do so.  ❋The equivalent provisions apply to screenshots during Zoom sessions, typically taken by the event's host.❋  Also, if you object to any pictures that include you and happen already to be on the website, please email our Webmaster for their prompt removal.



We are committed to ensuring that your information is secure.  We have put in place physical, electronic and managerial procedures to safeguard and secure the information we collect.  These procedures include, for example, limiting access to the data to only those with bona fide reasons for access, who we consider are just the individual posts identified above.  We will not distribute your personal information to third parties, unless we are required by law to do so.


Those are the promises we make to you …  


YOUR "DATA SUBJECT" ACCESS REQUESTS — To make such requests, visit our "When things go wrong" webpage.
DATA BREACHES — How we deal with data breaches is also explained on our "When things go wrong" webpage.



We may change this Privacy Policy from time to time and, if we make anything more than typographical changes, we will publish them in the next available issue of the "Alde Valley Suffolk Family History Group Newsletter" and post them on this AVSFHG website.  Changes will only occur after discussion and agreement within committee.

If you continue to access this website or services available from it after those changes have come into effect, you'll be deemed to have agreed to the revised Policy.



To ensure compliance with the latest Policy, please only sign forms at the latest versions, which may be less ("older") or more (slightly "later") than the Policy version number shown at the head of this page.  The latest versions of each form or online facility are —

Membership application form [in parallel physical/online versions since 1.5] vn 1.8 [reflecting 2023 subscription rates of £8.00 / £13.00] §§1-3 
Committee member's website/Newsletter consent version 1.1 §§4, 5
Speaker's receipt & consent vn 1.8 [16/5/22: post-Covid change to website] §8
«Members' Surname Interests» online input form version 1.6 §10
Incoming «Possible match of Interests» online form version 1.6 §10
Family Research contracts [to be designed, if required] §12
Research Request form/RRF [parallel physical/online versions, 12/12/19] version 1.7ε [incl. provisions set out on Newsletter 54, page 2] §13
Fieldwork consent [to be designed, if required] §14
 Webpage «Book for our next Zoom talk» (members/non-members/joiners)  Zoom Visitors' facility WITHDRAWN May 2023   §18  
Help Centre Appointment Request (online and downloadable .DOC versions) Vn 1.8 at    ADDED June 2023 §13



We understand that the scope of the Regulation is unaffected by any changes resulting from Brexit.



If you wish to see our procedures "When things go wrong", you can read about them here ...
If you want to see the whole Policy, you can read it here ...
Click here to return to the Homepage ...
Click here to go to the Membership page ...