Privacy Policy


This privacy policy explains the types of personal data the Malmesbury History Society may collect about you, and how we store and use that data in order to protect your rights as described by the General Data Protection Regulation (GDPR). 

The legal basis we rely on to process information

The law on data protection sets out a number of different reasons for which a we may collect and process your personal data. 

If you are a member, we use the legal basis called Legitimate Interest to process your data - for example to send you emails about your membership status and news that would be of interest to you as a member.  You can cancel your membership at any time, and can also separately opt-out of receiving emails.

If you are not a member we use the legal basis called Consent to process your data - specifically to send you emails. Consent is given when subscribe and opt-in to our email list.

When do we collect your personal data?

We collect your personal data when you: 

  • Become a member or make a membership payment
  • Subscribe to our mailing list
  • Send us an email
  • Visit our website

What personal data do we collect?

We collect your name and email address when you provide this information for membership, or subscribe to our mailing list.  For members we also collect payment information and start/end dates of membership.

When you visit our website we may collect or use the following information: 

  • IP address of your computer
  • Cookies - information used to know if you have visited previously

What is my personal data used for?

For members, we use your membership information to manage your membership, to ensure you receive benefits such as being able to attend the bi-monthly talks presented by the society.

We use your email address to send you news and information of interest to members and list subscribers. Email deliveries are recorded and used to track the effectiveness of our list. 

When you visit our website we may use your IP address and cookies to generate statistics on how people are using our site. 

How long do we hold your personal information?

We only keep your data for as long as it is necessary to fulfil the purpose for which it was collected.  We will review the information we hold yearly and delete your data if we no longer need it.

For example, if you unsubscribe from our mailing list, we will delete your contact data. For members, we will delete your membership data once you stop being a member.

Who else has access to the information you provide us?

We will never sell your personal data. We will not share your data with any third parties, except where required to do so by law, to manage your membership, or to stay in contact with you. We use the MailChimp service to store and send to email addresses, we use the Gmail service to receive and send emails to you, and we may use Google for generating statistics on website visits.

How do we protect your personal data?

We have implemented generally accepted standards of technology and security in order to protect your personal data from loss, misuse, or unauthorised alteration or destruction. Information may be held on paper or in an electronic form by committee members and by our service providers. Electronic information is password protected. We will notify you promptly in the event of any breach of your personal data.

What are my rights?

You have the right to:

  • Unsubscribe from receiving emails at any time - just click the unsubscribe link in our emails
  • Cancel your membership - contact us and request cancellation
  • Access your personal data
  • Be provided with information about how your personal data is processed
  • Have your personal data corrected when incorrect
  • Withdraw consent for us to use your personal data
  • Have your personal data deleted
  • Object to or restrict how your personal data is processed
  • Have your personal data transferred to another organization in certain circumstances

To ask any questions about this policy please contact us at  We may need to update this policy occasionally, so you are welcome to come back and check it at any time.

You have the right to take any complaints about how we process your personal data to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or by visiting their website at

26 May 2018