Security and Privacy Policy


The Family History Society of Buchan (“the Society”) respects your privacy.

As a responsible organisation, we comply with the General Data Protection Regulations 2018.

Please read this notice carefully, as it explains how and why we use your personal data. We want to make sure you are well informed about what data we collect and how we use it so you can be confident when you share your information with us.

We never sell your personal data.

We only share information with other organisations when strictly necessary to perform the operations required for the Society to deliver its service to you. For example, in order to process your payments and to deliver any purchases you make from us.

What Personal data do we collect?

We collect only the minimum personal data necessary in connection with specific activities such as registering you as a member of the Society, for genealogy research, when you purchase products or services from us or post comments on social media platforms.

Your personal data (which is any information relating to an identified or identifiable individual) will be collected and used by us as set out in this policy.

We only collect the personal data that we need. From 25th May 2018 like all Data Controllers and Data Processors, we are subject to the European General Data Protection Regulation (GDPR).

For the purposes of the GDPR laws, we are the “data controller” of any personal data we collect and are responsible for that data.

Personal data provided by you

You give us your personal data when

  • joining as a member of the society
  • completing forms on our website
  • purchasing publications on our website
  • completing Ancestral Charts
  • corresponding with us via phone, post and email.
  • posting comments on a social media platform

The personal data you give us may include your name, address, telephone number, email address and any genealogy information you give us. It also includes any payment information provided when you pay by cheque or PayPal.

Personal data you provide is required to enable us to provide our services to you. It may delay or prevent the Society from providing those services to you if you do not provide the relevant personal data when we ask for it.

If you have contributed to our website or online message boards or social media pages, your posts are associated with your user name.

Personal data we automatically collect

We may automatically collect technical information when you connect to our website. The data collected may include the internet protocol (IP) address of the computer you used to connect to the internet, login information, browser type and version, time zone settings, browser plug-in types and versions, operating systems and platforms. If you access our website using a mobile device, we may collect your unique mobile number. If you use a social media platforms e.g. Facebook, we may collect information relating to an identified or identifiable individual. Each social media platform will have their own privacy policy and any posts/comments on their platform would be made under their privacy policy.


Cookies are tiny amounts of data stored in “text files” on your computer when you visit certain websites including ours. They are widely used to make websites work or work more efficiently as well as to provide information to owners of the site.

We use cookies to keep track of what you have in your basket, and to personalise your online experience. We also use cookies to know whether you have agreed that we can store cookies on your computer.

To order products from the Society, using our website, you need to have cookies enabled.
Please note our cookies cannot harm your computer. We do not store identifiable information in the cookies we create, but we do use encrypted information gathered from them to help improve your experience of the site by improving the way the site works.

Cookies can also help us see how visitors move around the site when using it. This helps improve our website by improving the way the site works.

You may refuse the use of cookies by selecting the appropriate settings on your browser; however, some features of our website may not function properly without cookies.

How we use your data

We always act upon your choice of how you wish to receive communications from us.


If you join the Society as a member, we use the personal data you provide to service your membership. This includes sending out newsletters, notices about the Annual General Meeting and various events as well as membership renewal information by post and/or email.

We also use your data to verify your membership when you contact Membership Secretary, Newsletter Editor and visit the Society’s Family History Society.

We also may contact you by telephone

  • to clarify or update membership information,
  • to get an updated email address,
  • when we need to talk to you about an order or an enquiry you made

This would be done only if requested by the member or when other contact methods have failed.

Purchases and enquiries

We use the personal data you provide to process, deliver and account for orders you place with us (e.g. purchases from website).

We use the personal data you supply (e.g. via our website contact forms), to answer enquiries you make.

Updating your data

We want you to remain in control of your data. If you want to update or amend your personal data, please contact us. You can do this by visiting the Family History Centre or by post, by telephone or by emailing us at

Keeping your personal data

We only use and store your information for as long as it is required for the purpose for which it was collected. When it is no longer required, we delete it after 5 years. We count the 5 years from the 31st December of the year during which we last interacted with you.

How we secure your data

We carefully assess, manage and protect new and existing systems to ensure that they are up-to-date and secure against ever-changing threats.

We limit access to your personal data to those who have an operational need to access it. Those volunteers processing your data will do so only in an authorised manner and are subject to a written duty of confidentiality.

All volunteers are aware of the Society’s privacy policy and the data protection measures relevant to their work.

We will keep your information secure to maintain your confidentiality. We have procedures in place to deal with any suspected data security breach.

Website, email and postal communication

While no online service is 100% secure, we work hard to protect your information against unauthorised access, use alteration or destruction, and take reasonable measures to do so, such as monitoring our service for potential vulnerabilities and attacks and using data encryption when you use our website.

Disclosing your information to third parties

We do not sell our users private personal information.

We do not pass your information on to third parties, other than as described in this policy.

We share information about you in the limited circumstances spelled out below and with safeguards on your privacy.

Operational Need:

We may disclose informational about you to

  • Third party fulfilment partners and independent contractors that need to know the information in order to help us provide our services to you or to process the information on our behalf.
  • Third party web hosting and IT infrastructure provide IT support in respect of the website and our databases.
  • Other companies and organisations for the purposes of protection against fraud.

We require our third party partners and independent contractors to follow this Privacy Policy for any personal information that we share with them in the performance of services we have commissioned.

With your consent:

We may share and disclose information with your consent, at your direction, or when you authorise us to do so via other means.

For example, information will be shared when you make a public comment on social media services that you use or when you submit a comment or an article for publication on our website or in our newsletter.

Where your personal data is held

All data we hold is stored in the EU, in full compliance with the GDPR. Membership data is stored in the UK. We host our website and email services in the EU: data submitted via website is held in the EU.

Your rights

You have the right to access your personal data that the society holds. We will provide you with a copy of personal information.

You have the right to receive the personal information you provide to us in a readable format.

You have the right of rectification that requires the Society to correct any mistakes in your personal information.

You have the right to require us to delete your personal information in certain situations.

You have the right to object to your personal information being used by a third party.

If you would like to exercise these rights, please send a written request to-

The Centre Co-ordinator 22 Harbour Street Peterhead AB421DJ

with proof of your identity or by emailing us at

How to complain

If you have a complaint please contact the Centre Co-ordinator or email us at

The General Data Protection Regulations gives you the right to lodge a complaint with a supervisory authority who may be contacted at or telephone 0303 123 1113.