Data Protection and CBA Yorkshire

Posted on 13/May/2018 Under News

You are probably aware that data protection laws are changing. Not least because your email inbox has filled up with messages from various organisations that you have interacted with in the past asking you to consent to continue receiving emails.

You will be relieved to know that CBA Yorkshire is not asking its members to do that. We only use our members contact details to send things which are part of their core membership, so we do not need to seek further consent from you. These are:

  • our annual journal, Forum
  • our e-mail newsletter, which is sent approximately four times a year
  • notices about our meetings and events, including the Annual General Meeting, which may be sent by either post or e-mail
  • reminders to renew membership, which may be sent by either post or e-mail.

Our committee is in the process of agreeing our data privacy policy to ensure it is in compliance with the new General Data Protection Regulations that come into force on 25 May 2018. In the meantime, we thought it useful to set out the principles we already adopt.

We use the contact details members have provided, either directly to us or to the Council for British Archaeology, if membership of CBA Yorkshire is taken as an add-on to CBA membership.

If the details we hold are wrong, please tell us by emailing our Membership Secretary at and we shall correct them.

You can ask the Membership Secretary to tell you what details we already hold about you. The data we hold is currently limited to name, postal address, e-mail address, telephone number, class of membership and subscription payments due and paid.

If you stop being a member, either because you tell us to end your membership, or you default on renewal,  or otherwise breach the terms of your membership (as specified in our constitution), we will delete your details from our membership list.

We do not obtain details of people interested in membership from any other source than direct contact. We do not “harvest” personal data from Facebook or other similar social media, nor do we obtain lists from other organisations.

Similarly, we do not share our membership list with any other organisation.

We keep our members details secure on our Membership Secretary’s computer. Copies of selected data from the list are used within the secure email distribution systems we use (currently Mailchimp).

If you are not a CBA Yorkshire member and provide your details because you are attending one of our events, we shall maintain your details for the purposes of administering that event. Once the event is over, we shall only keep your details if you provide express consent for us to do so.

If you have any questions about CBA Yorkshire and data privacy, please email


Paul Brayford

Vice Chair, CBA Yorkshire