Privacy Notice

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Purpose of this Notice

This Privacy Notice outlines the way in which the Mearns History Group (MHG) will use personal information provided to us. Personal information includes any information that identifies you personally, such as your name, address, email address or telephone number.

The MHG recognises the importance of your privacy and personal information and we have therefore outlined below how we use, disclose and protect this information. The MHG Committee is the data controller, because we decide how your data is processed and for what purpose.

You can contact the MHG by completing the form here.

How we use information

We use the information you give to us:

  • to administer membership records;
  • to provide you with information about news, events, and activities via mail or email (if you have provided an email address);
  • to fulfil contractual or other legal obligations;
  • to maintain our accounts and records;

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Disclosure of information

The MHG will only share your personal information where this is necessary for the purposes set out above. Information will not be shared with any third party without your consent unless we are obliged or permitted to do so by law.

Basis for processing personal information

The MHG processes your information during its legitimate activities, with appropriate safeguards in place, as a not-for-profit body and on the basis that our processing relates solely to members, former members or people who have regular contact with us, and that this information is not disclosed to any third party without your consent.

We also process information where this is necessary for compliance with our legal obligations; where processing is necessary for the purposes of our legitimate interests and such interests are not overridden by your interests or fundamental rights and freedoms; and where you have given consent to the processing of your information for a particular purpose.

Storage and security of personal information

The MHG will strive to ensure that personal information is accurate and held in a secure and confidential environment. We will keep your personal information for as long as you are a member or so long as we are obliged to keep it by law or may need it to respond to any questions or complaints or to show that we treated you fairly. When the information is no longer needed it will be securely destroyed or permanently rendered anonymous. A copy of our data retention policy is available by contacting us.

Getting a copy of your personal information

You can obtain details of the personal information which the MHG holds about you by contacting us using the form here.

Inaccuracies and Objections

If you believe that any information the MHG holds about you is incorrect or incomplete or if you do not wish your personal information to be held or used by us, please let us know. Any information found to be incorrect will be corrected as quickly as possible.

You have the right to object to our use of your personal information, or to ask us to remove or stop using your personal information if there is no need for us to keep it. There may be legal or other reasons why we need to keep or use your data, but please tell us if you think that we should not be using it.

If we are processing your data based on your explicit consent, you can withdraw your consent at any time. Please contact us if you wish to do so.


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