Privacy policy – Oxfordshire Record Society

Registered charity No. 209808

The preservation of your privacy and care of your personal information is important to the Oxfordshire Record Society.

Information about you
When you become a member of the Society, or when you request one of our publications, we collect personal information from you which may include your name, email address, postal address and telephone numbers. If you are becoming a member and setting up a banker’s order, we collect your bank account name and number, though we do not keep these after sending them to the bank for processing.

Lawful basis
The lawful basis for processing this information is the ‘legitimate interests’ of the Society and its members. It allows the Society to send information to its members about events and activities that may be of interest to them, and it allows the society to send its publications to its members and to others if they request them.

Our use of this information
Your personal information will be used only to process your requests, to join you to the Society, to send you our publications, and to keep you informed of Society activities and other events of interest.

We will not share your information with other members or with any other organisation.

We will take all possible precautions to prevent the loss, misuse or alteration of information you give to us and we will ensure that the disposal of any personal information no longer required is done in a secure manner.

For how long will we use or retain your personal data?
We will only retain your personal data for as long as is necessary to fulfil the purposes for which we collect it, including for the purposes of satisfying any legal, accounting, or reporting requirements. By law, we have to keep some basis information, including contact, identity, financial and transaction data, for purposes such as taxation, which have pre-determined periods. In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you), for research or statistical purposes, in which case, we may use this information indefinitely, without further notice to you.

Other information
If you would like us to correct or update any information, or if you would like to have information about you deleted from our records, then please email the Secretary.


‘Cookies’ are small amounts of data that are stored on your computer when you view a web site. The Oxfordshire Record Society website uses cookies for the following purposes:

To identify if you have logged in to the members’ area. These cookies are essential for us to provide the service which you have requested of us.

To remember the notifications you have seen, so that we do not show them to you again unnecessarily. For example, EU legislation requires us to present you with a cookie notification message. To minimise your inconvenience, we use a cookie to ensure you will not repeatedly see this notice.
We do not record personally identifiable information of any kind.

You may use browser plug-ins or other means to restrict or block cookies. If you do so, you will be unable to log in to the members’ area, and you may be inconvenienced by repeated messages. You will still be able to use the public areas of the site.