Privacy Policy

1. General

This Privacy Policy describes how we use the Personal Data and Record Data that you provide to us, and the Cookies and Usage Data that we collect from you when you visit our website. Each of these elements is addressed separately in the following sections. The security of your data is important to us, and we take all reasonable measures to protect it, but please be aware that no method of transmission over the Internet, or method of electronic storage, is totally secure. This policy is reviewed and updated from time to time, so please visit this page periodically to ensure that you are up to date.

2. Personal Data

We only collect personal information about you, directly from you. Personal information you provide to us may include your name, postal address, email url, telephone number, website url, About Me details and personal photograph. Your name, address and email are required for registration; the remaining information is optional. You are able to edit all of this information, or completely remove any of the optional entries, by visiting My Profile on your Account Menu.

Your registered name and date of joining, along with your photograph and About Me entry, as applicable, are shown alongside your records, and can be viewed by other members. Some classes of membership allow other members to contact you, but your email address is not disclosed unless you choose the option to publish it. You do this by checking the applicable tick-box on My Profile. We would advise you to consider the possible consequences of this option before deciding. The default status is that your email address is not published.     

We use your personal information as a means of communicating with you regarding all aspects of the website, and to discuss with, inform and advise you in respect of records that you upload. Optional information, such as your entry in About Me and your photograph are used to promote a friendly and personal online experience. Except as described above, we do not share your personal information with any third party unless we are legally required to do so. Your personal information is linked to your records, and for this reason we retain it permanently. This allows us to contact you if we receive requests concerning your records, even if you are no longer a member.

All financial transactions associated with your membership are conducted via a secure Payment Gateway (PayPal). Related data are protected independently in accordance with the policies of the named service provider. You should also be aware that we provide links to third party websites that are not subject to this policy.

It is your responsibility to ensure that your password remains private. If there is any reason to suspect a violation of such privacy, you must change your password immediately. You can do this by accessing My Profile.

3. Record Data

You provide data for the purposes of identifying your finds and publishing your records on our database. Our policy in respect of recording is covered separately in our Terms of Use, and full details of the process are covered in Recording Guidelines. The present statement applies to the restricted information you provide, which is not accessible to other members viewing your record. The status of the data fields affected, e.g. the Parish and Grid Reference fields, is clearly identified on the Upload a Record form that you complete during the recording process.

We use the restricted data you provide to help identify your finds correctly, and to preserve the information for the benefit of future researchers. This restricted information will not be disclosed to other members, or to any third party, except in the following circumstances:

3.1 Where we are legally required to disclose such information to the police or other public law enforcement agencies.

3.2 In response to a third-party request, (a) with the prior consent of the recorder, or (b) if the recorder cannot be contacted via their registered contact details, and at least 10 years have elapsed since the record was published, or (c) after the death of the recorder.

4. Cookies and Usage Data

Cookies are small pieces of information sent by our website to your browser, and stored on your device. They allow the website to retrieve your settings so you will not have to re-enter them every time you visit. You can set your browser to refuse cookies, but if you do so it might limit the use you can make of some of the website's features.

Usage Data may include information such as your computer's Internet Protocol (IP) address, browser type, browser version, the pages of our website that you visit, the time and date of your visit, and the time spent on those pages. We may use this information to improve the website or the services that we offer.

14 May 2018

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