Personal Data – Collection

• All the residents, past and present, of the civil parish of Boxford, West Berkshire and its neighbouring parishes are eligible to be members of the Boxford History Project (BHP).
• A Membership Register is maintained of all residents that have become members (normally by completing a simple form).The personal data consists of name, postal address, a telephone number (either home or mobile) and email address if provided.  This data is maintained on an Excel spreadsheet.
• In addition, BHP may collect personal data for any individual who volunteers to work on an archaeological site. Personal data consists 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 the archaeological site, as part of Health and Safety requirements.  The medical information is shared only on a need to know basis, is kept securely by the Chair and is destroyed when no longer required.
• Personal data is used to further our objectives by allowing us to inform members and volunteers of upcoming events and activities of interest. Where members and 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 individual can see the email address of others.  Where email consent is not provided, event information is conveyed by phone.
• Members and Volunteers give us consent for collection of this information as part of joining the Project or as part of the volunteering process.
• 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 members to apply to join the BHP committee when a vacancy arises.
• Currently the Secretary holds the Membership Register and the Chair 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

• Membership and 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, any member or volunteer may request that his/her details are deleted immediately.  All discarded paper records with personal data are shredded.

Data Security

• Membership data is maintained by the Secretary. Volunteer data is maintained by the Chair.  Both are on an Excel spreadsheet.  It is backed up regularly. In addition, email addresses are stored on the email contact list to make the sending of emails easier.  The Secretary also retains a paper copy of the membership forms in a file.
• No other Committee members retain any personal data.
• Personal 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 members and volunteers may appear in archaeology reports with their permission, to express appreciation for their support.
• No other Committee members retain any volunteer data.
• Personal 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 members and volunteers may appear in archaeology reports with their permission, to express appreciation for their support.
• We do not share data with any other organisation.

Rights of BHP Members and Volunteers

BHP complies with the new General Data Protection Regulations, and all our members and volunteers have the rights outlined in the legislation.

For BHP, these rights are as follows:

• The right to be informed – 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 members and 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 members and 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.