Last Updated: 30 November 2025
1. Introduction
Welcome to the Harmer Family Association ("we", "our", or "us"). We are committed to protecting your personal information and your right to privacy.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (https://www.harmer.org), subscribe to our quarterly newsletter, or contribute to our family history research.
For the purposes of the UK Data Protection Act 2018 and the UK GDPR, the Data Controller is the Harmer Family Association.
2. Information We Collect
We collect information in two primary categories: Member Data (information about you) and Genealogical Data (information about relatives/ancestors).
A. Personal Data (Member Data)
When you register for our newsletter or contact us, we collect:
- Identity Data: First name, Surname.
- Contact Data: Email address.
- Technical Data: IP address, browser type, and operating system (automatically collected via WordPress).
B. Genealogical Data (Research Data)
If you voluntarily submit family tree information, we may collect:
- Names of relatives.
- Dates and places of birth, marriage, and death.
- Details regarding partners and children.
- Biographical notes and historical context.
Important Note on Living Relatives: Please do not submit personal data regarding living relatives unless you have obtained their explicit consent to share that information with the Association for historical preservation purposes.
3. How We Use Your Information
We use your personal data for the following lawful bases:
- To send regular newsletters: We use your name and email based on your Consent given when you sign up.
- To maintain the Family Tree/Research: We process genealogical data based on our legitimate interests in maintaining a historical archive of the Harmer family lineage for future generations and historical research.
- To manage the Website: We use technical data to ensure site security and functionality (Legitimate Interest).
4. How We Share Your Information
We do not sell your personal data. We may share information in the following limited circumstances:
- Service Providers: We may share data with third-party vendors who perform services for us, such as:
- WordPress/Hosting: To host the website.
- Email Marketing Services: To deliver the newsletter.
- Legal Obligations: If required to do so by UK law.
5. Cookies
Our website uses cookies to enhance your experience. Because we use WordPress, standard cookies are used to:
- Track session management (if you log in).
- Remember your preferences.
- Analyze site traffic (e.g., Google Analytics, if applicable).
You can choose to disable cookies through your browser settings, though this may affect the functionality of the website.
6. Data Retention
Newsletter Data: We keep your email address until you unsubscribe. You may unsubscribe at any time by contacting us through this website.
Genealogical Data: As a historical society, we retain family history records indefinitely for archival and research purposes.
7. Your Rights (UK GDPR)
Under UK data protection law, you have rights including:
- Your right of access: You have the right to ask us for copies of your personal information.
- Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate.
- Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances (e.g., unsubscribing from the mailing list).
- Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
To exercise any of these rights, please contact us at the email below.
8. Contact Us
If you have questions or comments about this policy, you may email us at:
Harmer Family Association
Email: website@harmer.org