Privacy Policy

Privacy Policy

The Shropshire Family History Society (SFHS) is committed to protecting your privacy and security. The purpose of this policy is to explain to you what personal information we collect, how we use it and how you can remain in control of your information. 

1. About Us

Your personal data will be collected and used by SFHS (registered charity number 514014 in England).

SFHS is based at the Chapel Community Centre, Cross Houses, Shropshire, SY5 6JH. For the purposes of the data protection law SFHS will be the controller of the data collected.

This website is owned and operated by SFHS.

2. Information we collect about you 

We only collect the data that you give to us. The data collected comprises the information given to us when you become a member or in other communications with us. For example:

  • Your personal details (name, address, telephone number etc.) as provided when you join the society;
  • your family history interests if submitted on a Members Interest form;
  • details from your family tree if provided on a Record of Ancestors form; 
    (N.B please ensure that, if you provide personal information about people in your family who are living, that you have consent from the individual to include that personal information)
  • your agreement that SFHS can apply for Gift Aid from HMRC on your membership subscription, if the Gift Aid form is submitted;
  • whether a Standing Order is in place to pay membership subscriptions;
    (N.B. SFHS does not retain any of the bank details provided on a Standing Order Mandate)
  • any skills that might be helpful to SFHS if you list them on the membership application form;
  • details of any other Family History Society memberships if provided on your membership application form;
  • whether or not you agree to your details being passed to other researchers;
  • the details submitted on registration to use the website Forum if applicable.

We do not collect or hold any sensitive information about you. All data collected is stored in the UK.

3. Why do we collect your information and what do we do with it

The General Data Protection Regulations (GDPR) state that organisations must have a lawful basis under which personal data is collected, stored and processed.

The SFHS committee have determined that “legitimate interests” is the appropriate basis given the data collected is used for the legitimate interest of the Society in providing you with the benefits of Society membership and in enabling the Society to operate effective processes on your behalf and on behalf of the Society.

We only ever use the personal data you provide in order to:

  • enable SFHS to send you the quarterly SFHS magazine;
  • arrange for your bank to set up a standing order for your subscriptions if you have opted to complete the Standing Order Mandate;
  • include you in our claims for Gift Aid payments from HMRC if you have completed a Gift Aid declaration;
  • enable us to fulfil orders for goods;
  • publish your contact details and any subsequent changes to those details in the quarterly journal;
  • publish, if requested, your research interests with contact details in the SFHS quarterly journal and add them to the Members Interest database on the SFHS website so that other members or researchers can see if they have any shared areas of interest;
  • contact you in the unlikely event that there is an issue relating to your membership e.g. overpayment on your subscription;
  • make occasional contact to share information e.g. a reminder that a subscription is due or news of a nearby fair that is being attended by SFHS.

4. Sharing your information with third parties

We will only pass your personal information to third parties for the purposes of complying with your instructions e.g. your bank to set up a Standing Order or HMRC to operate Gift Aid.

We will not provide your data to other third parties for marketing purposes.  

5. Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour. This information is used to track visitor use of the website and to compile statistical reports on website activity.  For further information visit

You can set your browser not to accept cookies.  The above website provides advice on how to manage cookies if required.

6. How we protect your information

We follow security procedures in the storage and use of information which you have given us, to prevent unauthorised access to, and loss, misuse or alteration of your personal information in accordance with the UK data protection legislation. These include the use of user names and secure passwords to access any data.

7. Correcting your information

You are entitled under Data Protection law to require that we update your personal information to ensure it is up-to-date and accurate. In order to maintain the accuracy of the information we hold, you can update your personal details by making contact as described in section 12.

8. Obtaining a copy of your information

You are entitled to receive a copy of the information we hold about you. Details of how to make contact are laid out in section 12.

9. How long we hold your data for

We will only use and store information for as long as it is required for the purposes it was collected for. How long information is stored for depends on the information and what it is being used for e.g. if you choose to operate Gift Aid on your membership subscription any information relating to that will be retained for the period stipulated by HMRC.

10. Links to third party websites

Our website contains links to other websites belonging to third parties which are not covered by this privacy policy. This means that if an external website requests personal information from you that information is not covered by this policy. We suggest you read the privacy policy of any linked website before providing personal information and note that if you purchase goods or services from them you will be entering into a contract with them and not with SFHS. 

11. Updates to this policy

We will amend this Privacy Policy from time to time to ensure it remains up to date and accurately reflects how we use your personal data. The current version of our Privacy Policy will always be posted on our website.

12. Contacting Us

If you have any questions about privacy, wish to update your details, be removed from our mailing list or make a complaint please notify us by sending an e-mail to or by writing to

Shropshire Family History Society
c/o The Old Chapel Community Centre
Cross Houses
Shropshire, SY5 6JH, UK

If you are not happy with our response, or if you believe your data protection or privacy rights have been infringed you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at

13. Policy version control



Reason for issue



Final version approved at committee meeting on 01/05/18