The Sorby Natural History Society, Sheffield

Covering a full range of natural history interests in Sheffield and the surrounding area, providing for both interested beginners and specialists.

Privacy Statement for Members

Background

The Sorby Natural History Society is a registered charity with around 500 members. The society is run by its members and does not have any paid members of staff. Administrative tasks are undertaken by team of honorary (unpaid) officers who are appointed by the society’s membership.

The personal data that we hold

As a membership organisation, we hold personal contact information for each of our members. The basic information that we ask each member to provide is their name and postal address. Some members choose to provide us with their telephone number(s) and email address as well.

How we use your personal data

The society produces a monthly newsletter, which is distributed to its members by post and/or email. From time-to-time we may distribute other publications and documents, such as the Sorby Record and our annual activities programme. To facilitate this, we maintain a postal distribution list and an email distribution list.

The society also operates an email circulation list, which is used to disseminate information about forthcoming activities. This is particularly useful for publicising additional activities or informing members that activities have been cancelled. Members can choose to opt in or out of the email distribution list at any time by contacting membership@sorby.org.uk.

Your personal contact information is also used by the society’s treasurer in order to keep track of your subscription payments. If your subscription is due for payment, we may send you a reminder by post or email.

How we store your personal data

The society’s membership records are stored in a password-protected computer database. The only people who have direct access to this database are the treasurer and the membership services officer.

The newsletter distribution team also have a paper-based list of members’ names and addresses, which they use for reference.

The membership services officer currently uses Google’s Gmail service to distribute messages and newsletters by email. To facilitate this, members’ email addresses are stored on-line in Google Contacts. Access to the information is password-protected and governed by Google’s privacy policies.

Our commitment to you

The Sorby Natural History Society respects its members’ right to privacy. We promise to handle your personal data responsibly. We will not pass on your data to third parties without your permission. We will comply promptly with your instructions with regard to amending or deleting your personal data. If you allow your membership to lapse, we will delete your personal data within six months. If you resign from the society, we will aim to delete your personal data within one month.

Copies of the society’s Data Protection Policy are available on request from the membership services officer. Please email membership@sorby.org.uk or write to 159 Bell Hagg Road, Sheffield S6 5DA.

Privacy questionnaire

All members are asked to fill in a privacy questionnaire to ensure that the society complies with the requirements of the General Data Protection Regulation (GDPR). Click here for the on-line version of this form.

Background
The Sorby Natural History Society is a registered charity with around 400 members. The society is run by its members and does not have any paid members of staff. Administrative tasks are undertaken by team of honorary (unpaid) officers who are appointed by the society’s membership.
The personal data that we hold
As a membership organisation, we hold personal contact information for each of our members. The basic information that we ask each member to provide is their name and postal address. Some members choose to provide us with their telephone number(s) and email address as well.
How we use your personal data
The society produces a monthly newsletter, which is distributed to its members by post and/or email. From time-to-time we may distribute other publications and documents, such as the Sorby Record and our annual activities programme. To facilitate this, we maintain a postal distribution list and an email distribution list.
The society also operates an email circulation list, which is used to disseminate information about forthcoming activities. This is particularly useful for publicising additional activities or informing members that activities have been cancelled. Members can choose to opt in or out of the email distribution list at any time by contacting membership@sorby.org.uk.
Your personal contact information is also used by the society’s treasurer in order to keep track of your subscription payments. If your subscription is due for payment, we may send you a reminder by post or email.
How we store your personal data
The society’s membership records are stored in a password-protected computer database. The only people who have direct access to this database are the treasurer and the membership services officer.
The newsletter distribution team also have a paper-based list of members’ names and addresses, which they use for reference.
The membership services officer currently uses Google’s Gmail service to distribute messages and newsletters by email. To facilitate this, members’ email addresses are stored on-line in Google Contacts. Access to the information is password-protected and governed by Google’s privacy policies.
Our commitment to you
The Sorby Natural History Society respects its members’ right to privacy. We promise to handle your personal data responsibly. We will not pass on your data to third parties without your permission. We will comply promptly with your instructions with regard to amending or deleting your personal data. If you allow your membership to lapse, we will delete your personal data within six months. If you resign from the society, we will aim to delete your personal data within one month.
Copies of the society’s Data Protection Policy are available on request from the membership services officer. Please email membership@sorby.org.uk or write to 159 Bell Hagg Road, Sheffield S6 5DA.