The NIFHS is committed to respecting and protecting your privacy. This includes your need and your right to know what we do with the personal information you share with us. It also guides our Society’s policies regarding the management of this data, including how the information is collected, processed, and for what purposes.
The Data Protection Officer
The North of Ireland Family History Society
Unit C4, Valley Business Centre
67 Church Road
The North of Ireland Family History Society is a voluntary, non-profit making charity registered with the Charity Commission for Northern Ireland (NIC106071). The objects of the Society are to promote and encourage the public and personal study of worldwide family history, genealogy, heraldry and local history with particular reference to the North of Ireland.
We record and hold the following information on members when they join the Society:
- Email address
- Phone number
- Category of membership
- Gift Aid Declaration.
This information is held securely and is retained for a period of seven years for accounting purposes.
Associate members can pay by PayPal or credit/debit card or members and non-members can purchase books and booklets published by the Society or sold on behalf of it but the Society uses the PayPal online payments system and we do not hold bank details. Information about the purchase is held for seven years for accounting purposes.
We use the information we hold on individual members to deliver services we are contracted to provide you with and which you are entitled to receive as a member of the Society. This includes contacting you with details of events and training courses organised by the Society, posting you copies of the Society’s journal, North Irish Roots, sending you newsletters, delivering a look-up service from the Society’s Research Centre and providing you with other membership services and benefits we believe may be of interest to you.
Details of the relevant branch members are provided to branch officers in a secure manner to enable them to provide a programme of branch events.
We do not pass on your personal information to third parties other than for the specific purposes of providing you with the membership benefits and services to which you are entitled or where we may be required to do so by law.
We currently share membership data with the following external organisations:
- The printer – for the purpose of despatching the Society’s journal. This information is provided in the format of self-adhesive labels rather than an electronic file for security reasons.
- Her Majesty’s Revenue and Customs (HMRC) – to enable Gift Aid claims to be processed.
On our website, www.nifhs.org, the only members’ information we hold is membership numbers. Our website has a ‘Members Only’ section where we have resources to aid our members in their personal research. Our policy is to only post records there to which the ‘100 year rule’ has been applied (ie the individuals concerned were born more than 100 years ago) and for which we have permission from the data owner.
Cookies may be used by our website to enable certain privacy and log-in capabilities. A cookie is a small file placed on your computer. You have the ability to delete cookie files from your computer at any time or avoid cookies by configuring your browser to reject them or to notify you when a cookie is being placed on your computer. Detailed guidance is available at https://www.aboutcookies.org/.
Our social networking presence is governed by the privacy policies of the various social networking platforms which we use – currently Facebook and Twitter.
If any person wishes to check the personal information which the Society holds about them then they are entitled to see this on request and to correct or update it. It is important that members notify us of any changes of address or other contact information so that we can continue to provide you with the services that you are entitled to receive. Updates can be sent to firstname.lastname@example.org. Also contact us if you no longer wish to receive our services.