Privacy Notice

How we use your personal information

Your privacy is protected by law. This policy outlines how the law protects you and what your rights are. This includes what you tell us about yourself, what we learn by having you as a member and the choices you give us about any marketing you wish us to send you.

Who ‘we’ are

The Historic Houses and Archivists’ Group (HHAG) is a not-for-profit members’ group. Personal data is managed by the committee, composed of volunteers from the membership. If you have any questions or concerns please contact the Honorary Secretary and Membership Secretary in the first instance: If we are unable to resolve an issue you are entitled to contact the regulator: ICO or tel: 0303 123 1113.

Our privacy promise

We promise to keep your data safe & private, to give you ways to manage & review your marketing choices at any time amd not to sell your data.

How we use your data

The law says we must have one or more of these reasons to use your data: to fulfil a contract we have with you, or when it is our legal duty, or when it is in our legitimate interest,* or when you consent to it.

*A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what it is.


Records used:
– Application form & communications in respect of this.
– Membership.
– Communications.

Legal Processing Reason:

Legitimate interest in order to be able to manage your membership, including:
– To communicate with you (for instance regarding your membership, events that may be of interests to you by HHAG and the wider heritage sector, to send you our newsletter etc.).
– To administer events you indicate you wish to attend.

Whilst you are a member


Records used:
Marketing Preferences Form.

Legal Processing Reason:
Consent (which you can withdraw at any time).

– Until updated;
– Deleted when membership is ended.

We share your data with

Other Members: we share your name and contact details with other members in our annual list of members but only with your consent. You can be a member and not appear on this list.

Host Institutions: if you attend an HHAG event your name, the house/estate you represent and dietary requirements will be shared with organisations hosting visits.

Where your data is held

All official HHAG communications are sent via the central email account noted below and all membership communications should be sent to this address. Communications sent to other email accounts will not be the responsibility of HHAG. Membership applications are stored in hard copy and a central membership list which is regularly updated is stored electronically on the server of the Membership Secretary’s house but remain the responsibility of HHAG. These are transferred securely to the incoming Membership Secretary.

Keeping data up to date

Help us to keep our records up to date by informing us of changes to your personal details and also if you no longer wish to receive communications from HHAG.

Your rights

  • You can ask us for a copy of your personal data (known as a Subject Access Request) and we will supply this within 1 month of your request.
  • You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.