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1. Our commitment to privacy
We are committed to keeping the personal details of our members safe. This policy explains how and why we use personal data, to ensure that members remain informed and in control of their information.

2. Why do we collect personal data?
We use personal data to keep in touch with our members.
We will only ever collect, store and use personal data when we have an identified purpose and reason to do so. The Information Commissioner's Office (ICO) refers to this as a 'lawful basis'. Further information about why we collect your personal data is outlined below:

a) To administer BHAS membership
We collect personal data to administer membership, which may involve:

  • Sending new members a welcome email

  • Sending members copies of the BHAS magazine, the weekly email updates, and other information concerning activities and events.
  • Processing subscription payments and getting in touch should there be any issues processing subscription payments
    i) Legitimate interest
    • This is where we have identified a genuine and legitimate reason for contacting members, which crucially does not override a member's rights or interests. We use legitimate interest to send the information listed above by post or email
  • We respect a member's right to update the way we get in touch with them at any time. To amend communication preferences or update contact details please contact: Membership Secretary

b) If a member volunteers with us
When a BHAS member is also a volunteer, we collect personal data so that we can keep in touch about:

  • Changes to planned volunteer days that you may be taking part in eg excavating, field walking or undertaking geophysics.

3. What kind of personal data do we process? How do we collect it?

a) Basic information
We will usually collect basic information, including name, postal address, telephone number and email address. We collect this data from you directly, either in person; in writing or through an email.

b) Additional information
We may also collect additional information about you, which may include:

  • information about what areas of archaeology new members are interested in

  • preferences of how members would like us to contact them ways members have volunteered

c) Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health), about members. However, there are some situations where this will occur.
When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.
If a member is a volunteer then we may collect extra information about them, for example:

  • details of emergency contacts

  • medical conditions

We may also collect sensitive personal data if a member has an accident on one of our sites or during one of our activities. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we'll take extra care to ensure privacy rights are protected.

d) Our website, cookies and links to other sites
Our website uses 'cookies' to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us:

  • Make our website work as expected

  • Remember settings during and between visits
  • Improve the speed/security of the site
  • Continuously improve our website

4. How do we store data?

a) Security
All of the personal data we process is processed in the UK.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).

b) Data retention policy
We will only use and store information for as long as it required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required.

5. Member's rights
We respect a member's right to control their data. Their rights include:
a) The right to be informed
This privacy notice outlines how we capture, store and use data.

b) The right of access
If anyone wishes to obtain a record of their personal data we hold about them, through a Subject Access Request, we will respond within one month.

c) The right to rectification
If we have captured information that is inaccurate or incomplete, we will update it.

d) The right to erase
A member can ask us to remove or randomise personal details from our records.

e) The right to restrict processing
A member can ask us to stop using their personal data.

f) The right to data portability
A member can ask to obtain their personal data from us for their own purposes.
For more information on an individual's rights, please contact the Information Commissioner's Office (see details at the end of this document.

Making a complaint
BHAS wants to exceed expectations in everything we do in relation to handling members' personal data.. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again.
We take complaints very seriously and we treat them as an opportunity to develop our approach. This is why we are always very grateful to hear from people who are willing to take the time to help us improve.
Our policy is:

  • To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint.

  • To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.
  • To make sure everyone in our organisation knows what to do if a complaint is received.
  • To make sure all complaints are investigated fairly and in a timely way.
  • To make sure that complaints are, wherever possible, resolved and that relationships are repaired.
  • To learn from complaints and feedback to help us to improve what we do.


All complaint information will be handled sensitively, in line with relevant data protection requirements.

Overall responsibility for this policy and its implementation lies with the Honorary Secretary of Brighton and Hove Archaeological Society.

Information Commissioner's Office
For further assistance with complaints regarding your data, please contact the Information Commissioner's Office, whose remit covers the UK.
Information Commissioner's Office
Wycliffe House
Water Lane

Telephone: 0303 123 1113

9. Changes to this Privacy Policy
We update this policy periodically to ensure it accurately reflects our use of personal data.

This Privacy Policy was last updated in July 2018.

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