Durham City Freemen
Data Protection Policy

Who we are
We are Durham City Freemen (the Freemen). We can be contacted via the Membership Secretary Tel (0191) 3780554, email

1. About this Policy

This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.

1.1  We may collect use and store your personal data as described in this Data Privacy Policy and as described when we collect data from you.

1.2  We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our website regularly for any amendments or contact the Membership Secretary for a current copy. Amendments will not be made retrospectively.

1.3   We will always comply with the General Data Protection Regulation(GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner ( For the purposes of the GDPR we will be the ’controller’ of all personal data we hold about you.

2.  What information we collect and why.

Type of information 
Member’s name, address. Telephone numbers, Email addresses.
Managing the membership of the Freemen.
Legal Basis for Processing             For the purpose of our legitimate interests in operating the Freemen
Type of information Gender
Managing the membership of the Freemen
Legal Basis for Processing For the legitimate purpose of maintaining diversity data.
Type of information Photos and videos of members.
Purposes Putting on the Freemen’s website and social media pages in the Yearbook and using in press release.
Legal Basis for Processing Consent. We will seek the member’s consent on their application form and the member may withdraw their consent at any time by contacting us by email or letter.

Type of information Details of family history and/or apprenticeship details as appropriate.
Purposes Managing the membership of the Freemen.
Legal Basis for Processing For the legitimate purpose confirming the criteria for
Type of information Name, address, telephone numbers and email addresses of each
Trustee, Warden and Official.
Purposes Information published on the Freemen’s website, in yearbooks
And other publications in the Freemen’s marketing materials.
Legal Basis for Processing For the purposes of our legitimate interests in operating and
Promoting the Freemen.

3. How we protect your personal data

3.1 We will not transfer your personal data outside the EU without your consent.

3.2 We have established generally accepted standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.

3.3 Please note however that where you are transmitting information to us over the internet this can never be 100% secure.

3.4 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

4.  Who has access to the information you provide us?

4.1  We will never sell your personal data. We will not share your personal data with any third party without your prior consent (which you are free to withhold) except where we are required to do so by law.

4.2  We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you or on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Freemen. However, we disclose only personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their own sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

5.  How long do we keep your information?

5.1 We will hold your personal data on our systems for as long as you are a Freeman and for as long afterwards as it is in our legitimate interest to do so or for as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations and the establishment or defence of legal claims.

6. Your rights

6.1  You have rights under the GDPR:
(a)   to access your personal data
(b)  to be provided with information about how your personal data is processed
(c)  to have your data corrected
(d)  to have your personal data erased in certain circumstances
(e)  to object or restrict how your personal data is processed
(f)   to have your personal data transferred to yourself or to another organisation in certain     circumstances.

6.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: https:/ 0303 123 1113 Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

For more details please address any questions to the Membership Secretary.