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
a) To administer BHAS membership
We collect personal data to administer membership, which may involve:
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:
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:
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:
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:
4. How do we store data?
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
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
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:
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
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
Telephone: 0303 123 1113
We update this policy periodically to ensure it accurately reflects
our use of personal data.