General Data Protection Regulations (GDRP) – Policy of the CFHS

One of the core functions of the Cave Family History Society (CFHS) is to undertake family history research, and to disseminate that research to its members. With the advice of the Federation of Family History Societies I have reviewed the requirements of thev, and make this statement of how CFHS will conform to those regulations when they come into effect on 25 May 2018.

Processing of information and data is necessary for archiving, historical or statistical purposes of the CFHS.

Basis of research

The basis of the CFHS research is freely available data held in the public domain, eg: records of births, deaths and marriages; census returns; parish records, etc. This information is sorted and recorded in the form of individual names associated with dates of birth, marriages and deaths. It includes details of who a person married, their descendants and their ancestors.

The processing of this data is necessary for the performance of carrying out our work to help the CFHS members, and potential members of the CFHS, who wish to know of their family origins.

This data is processed through the route of databases held on the computers owned by officers of the CFHS. The data is brought together as family groups. These family groups may be held in the form of tables or charts. The family groups are also linked to other names who have been identified as belonging to that particular family group.

Enquiries

These family groups are indexed, and cross referenced, to enable the CFHS officers to locate a particular name or a family group, in order to satisfy an enquiry made by a member of the CFHS or by potential member. The enquirer will not be given the contact details of living descendants of the family group he or she has enquired about.

The CFHS will contact the member(s) of the CFHS who is /are associated with that family group, who will be advised of the enquirer’s interest.  It is up to the CFHS member to make contact with the enquirer if he or she wishes to do so.

Permissions

When an individual applies to join the CFHS an application form is sent to that potential member which includes “open” tick boxes to give the CFHS permission to:

(a)   publish information including: name, membership number and a brief outline of lineage on the CFHS website and in the Cave FHS Journal.

(b)   Agree if the individual ceases to be a member of the CFHS for any reason, the CFHS will retain contact details of that individual.  These details will not be shared with any third party.

The individual details will be used in furtherance of the Aims and objectives of the Cave Family History Society.

DNA project

The CFHS administers a DNA Project.  The Administrator of that project receives the test results from Family Tree DNA (the testing organisation).  This is in a detailed form of all participants’ test results and “matches” with other participants within the project. The Administrator does not retain any details of other persons who are not in the Cave Family History Society DNA Project.

In writing annual or summary reports, only “matches” with “group” individuals are published.  This is in the form of a report to participants in the DNA project.  Copies are held by the CFHS Administrator and on the CFHS society website (www.Cavefhs.com).

Hugh Cave

Chairman: Cave Family History Society
Administrator Cave FHS DNA Project