Personal Data – Collection

All the inhabitants of Boxford Parish – past and present are considered members of the Boxford History Project by default and communications to them are sent via the Parish Email system and the Boxford website operated by Boxford Parish Council. Therefore the Boxford History Project (referred to in this document as BHP or we/us/our) does not separately collect any personal data for members; data is collected only when a person becomes a volunteer.

  • BHP collects personal data for each volunteer. Personal data may consist of:name, postal address, telephone numbers (both home and mobile), and email address if provided. Information about medical conditions/medication is collected on an as required basis only for volunteers at risk who work on archaeological sites, as part of Health and Safety requirements.
  • Personal data is used to further our objectives by allowing us to inform volunteers of upcoming events and activities of interest. Where volunteers have given us permission to send information to them via email, this is our primary method of communication. Emails are sent using blind copies, so no volunteer can see the email address of others.  Where email consent is not provided, event information is conveyed by phone.
  • Volunteers give us consent for collection of this information as part of the volunteering process, for archaeological work or other history related work.
  • We also retain data for some people who have indicated a particular area of interest or desire to volunteer for specific activities of the BHP. This information is not kept current, but may be used to contact a specific individual to ask for some assistance.
  • Name and email information is infrequently used to invite all our volunteers to apply to join the BHP committee when a vacancy arises.
  • Currently the Chairman holds contact details of all volunteers.

Activity Data

  • For each activity that the BHP organises, an attendance log is maintained that includes only names of the attendees.
  • This is created by the Chairman and is kept for three years on a password-protected spreadsheet.

Retention Period

  • Volunteer data is kept up to date. Data is retained for 3 years after the initial date to make it easier to re-commence volunteering.  However, ex-volunteers may request that their details are deleted immediately.  All discarded paper records with personal data are shredded.

Data Security

  • Volunteer data is currently maintained by the Chairman on an Excel spreadsheet that is password protected. It is backed up regularly. In addition, email addresses are stored on the email contact list to make the sending of emails easier.  The Chairman also retains a paper copy of the application forms in a file.
  • No other Committee members retain any volunteer data.
  • Volunteer data is never accessed on portable devices and is only shared with non-committee members on an anonymised and/or summarised basis. However names of volunteers may appear in archaeology reports with their permission, to express appreciation for their volunteer support.
  • We do not share data with any other organisation.

Rights of BHP Volunteers

BHP complies with the new General Data Protection Regulations, and all of our    volunteers have the rights outlined in the legislation. For BHP, these       rights are as       follows:

  • The right to be informed – Our volunteers are provided with a summary of our policy on application. A copy of our Data Privacy Policy is available on the Boxford website.
  • The right of access – Our volunteers can email or write to the Chairman to obtain a copy of their personal data. This will be provided within a month of the date of the request.
  • The right to rectification – Our volunteers can have their data corrected by emailing or writing to the Chairman. This will be done within a month of the date of the request.
  • The right to erasure – Our volunteers have the right to have their data deleted.This will be done within a month of the date of the request.

Data Controller

  • The Data Controller currently is the Chairman.

    Policy approved by the Boxford History Project on Tuesday 17thApril 2018