This privacy notice applies to the Chiltern Society, registered charity 1085163, a company limited by guarantee registered in England and Wales, registration number 4138448, White Hill Centre, White Hill, Chesham, Bucks, HP5 1AG.

This notice explains how we process your personal information and gives details of our privacy policy.

We will always refer to this policy when we ask you for your consent.

This policy may be updated from time to time.

Click here to download a copy of this policy

Personal information you provide to us will be used for the purposes outlined at the time we collect it, in accordance with the wishes you have expressed and in accordance with UK law.

Personal data collected and processed by us may be used for the following purposes:

  • Membership administration
  • Goods and services administration
  • Donations and legacies administration (including the processing of gift aid)
  • Volunteer administration
  • Staff administration
  • Communication about Chiltern Society activities, membership and fundraising.

Personal data collected and processed by us may be shared – where necessary for administrative purposes – with employees, volunteers and third parties working on behalf of the Chiltern Society. We will not sell or give away your personal information to others.

You will always be asked how you would like us to communicate with you. If you wish to change your preferences, you can contact us:

Some of the Society’s communications are essential to fulfil our promises to you as a member, volunteer, employee or buyer of goods or services. These include but are not restricted to:

  • Membership-related mailings such as your renewal reminder, notices of our AGM, and our regular magazine
  • Transaction notifications for payments/direct debits etc.
  • Information relating to your bookings and/or purchases.

For all other communications (including direct marketing and our e-news), you are able to choose which types you receive and, where possible, how you receive them. You can change your preferences at any time by contacting us:

We will retain your personal information only for as long as is necessary and consistent with the law.

There is certain information that we are required by law to keep for set periods of time, for example, relating to staff records.

In all other circumstances if you have had no communication with the Chiltern Society for at least five years we will ensure that all your personal information is deleted.

This privacy policy applies only to personal data collected and processed by the Chiltern Society. We are not responsible for the privacy policies of any third party websites or services – for example, that are linked to from our website – that are not under our control.

We will keep your personal information secure. No sensitive payment card information is stored on our database.

You have the right to ask us for a copy of all the personal data held about you (a Subject Access Request).

A copy will be sent to you as soon as possible but this will be not be later than one month after we have received your request.

If you would like to access your personal data held by us, please apply, using the reference Subject Access Request:

You have the right to request that your personal data is deleted.

If you believe there has been a data breach and you are unhappy with our response, you may make a complaint to:

Information Commissioner’s Office
Wycliffe House
Water Lane

We will keep the personal information we hold about you up to date. Please ensure you notify us of any changes by contacting us: