1 Personal Data and the History of Geology Group

An individual’s confidentiality is protected by the Data Protection Act and, from 25 May 2018, the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Privacy and Electronic Communications Regulations 2016 (PECR). The History of Geology Group (HOGG) is committed to protecting your personal information and being transparent about what information we hold. The purpose of this Privacy Policy is to explain how we collect and use any personal information you provide to us and how we communicate with you.

2 Personal Data

1. When you join HOGG we ask for personal information such as your name, address, postcode, email address and phone number. This information is required in order that we can provide the service that you expect as a member of HOGG. The personal information supplied to HOGG will be kept on file; these data will be deleted once they are no longer relevant. Lists of members will be kept for historical purposes.
2. If you register to attend one of our events, HOGG uses the online ticketing and registration platform Eventbrite to administer admission and any personal data collected is subject to their privacy policy (https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB).
   We advise you read any such respective policies and terms carefully.

Occasionally, an event may be organised where it is necessary for HOGG to request and collect personal information directly, and in such cases, a list of attendees’ names may be kept for historical purposes, but all other data will be deleted once they are no longer relevant.

3 Accessibility

The information provided by you will be used by HOGG solely. HOGG will not share your information with any third-party organisations, companies or charities. You have the right to request a copy of the information HOGG holds about you (a subject access request) and to have any inaccuracies corrected. You also have the right to request us to erase your personal information, request us to restrict our processing of your personal information or to object to our processing of your personal information. Should you wish to exercise these rights, your request, together with proof of your identity, should be addressed to the HOGG Treasurer at the address provided in the latest Newsletter and on the HOGG website. You also have a right to object to the ICO (Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (https://ico.org.uk/global/contact-us/) if you feel that HOGG is not handling your data in a satisfactory manner.

4 Communication

HOGG will ask you to provide your formal consent to receive communications either electronically or by hard copy through the post, and to add your name and email address to a directory of HOGG members published in the members-only restricted access area on the HOGG website. You can change your communication preferences or withdraw your consent to be contacted or listed at any time by contacting the Membership Secretary by email (historyofgeologygroup@gmail.com) or by post at the address provided on the HOGG website and in the latest issue of GeoHistories magazine.

We will use a member’s personal data as follows:

1. Ordinary Meeting, Annual General Meeting and Extraordinary General Meeting information will be sent electronically or by post (the address labels, for paper copies, are created by the group’s officers).
2. Bulletin: The HOGG Bulletin will be distributed electronically to those members and associates with an email address. For hard copies, postal addresses are used by the group officers to create labels.
3. Magazine: HOGG’s magazine, GeoHistories, will be distributed by post to all members. Names and postal addresses (only) are provided to the distributor, Spinnaker Print, to create labels, subject to their privacy policy (https://www.spinnakerprint.co.uk/privacy-policy/ ).
4. Member Directory: HOGG members’ names and email addressed will be listed in a members-only restricted access area on the HOGG website (subject to consent).
5. Subscription: Members will be informed (by email or post) when there is a change in subscription rates. These changes will also be notified in the Bulletin and GeoHistories.
6. Occasional items of interest will be circulated electronically to members who wish to receive communications by email.
7. Attendance Records: your name may be recorded on the attendance sheet for an AGM, EGM or ordinary meeting and included in the Minutes; these may be kept as an historic record.

5 Website

There are no cookies on the HOGG website. The website contains links to other websites and HOGG is not responsible for the privacy policies or practices of third party websites. We advise you read any such respective policies and terms carefully.

HOGG Committee December 2022