Privacy Policy

FUTUREHISTORIES GDPR PRIVACY NOTICE

What is the purpose of this document?

Future Histories is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Notice applies to all service users, collaborators, supporters, members and donors.

Future Histories is a data controller. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. Our registered office is 228 Fellows Court, Weymouth Terrace, London E2 8LJ. We are registered as a company in England and Wales under company number 04251186.

The Board of Directors is accountable for establishing the framework to control the way personal data is collected, the purpose for which it is used and processed by us. This notice applies to current and former users, members, donors and supporters. This notice does not form part of any contract to provide services. We may update this notice at any time. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

Data protection principles

As a Data Controller Future Histories is responsible for compliance with its obligations under data protection law. This says that the personal information we hold about you must be:

  1. 1. Used lawfully, fairly and in a transparent way.
  2. 2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. 3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. 4. Accurate and kept up to date.
  5. 5. Kept only for as long as necessary for the purposes we have told you about.
  6. 6. Kept securely.

The kind of information we hold about you

Personal data, or personal information, means any information about an individual (a natural person from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

How is your personal information collected?

Depending on how our services, websites or applications are used personal data can be collected from service users, collaborators, supporters, members and donors. Examples of how this personal data can be collected include but are not limited to:

  1. 1. Communication – letters, emails, telephone calls, messages through our on-line social media platforms
  2. 2. Computer records – usage of our website and other applications about service users, members, donors and supporters either directly from the specific individual, or from an email or other communication sent to us by an organisation.
  3. 3. Media including photographic or other images

We may collect additional personal information during the course of our association with you.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  1. 1. Where we need to inform you of Future Histories events or activities.
  2. 2. Where we need to provide services to you – such as (but not limited to) providing access to copyright material.
  3. 3. Where we need to notify members about specific items – such as (but not limited to) the Annual General Meeting.
  4. 4. Where we need to promote, market and advertise the work of Future Histories.
  5. 5. Where we need to inform you about methods of contributing to the work of Future Histories.
  6. 6. Where we need to inform you about methods of paying for services or donating money to Future Histories.
  7. 7. Where we need to comply with a legal obligation.
  8. 8. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use particularly sensitive personal information

Collecting and/or using special categories of particularly sensitive personal information such as data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation, will be prohibited unless one or more of the following conditions is met:

  1. 1. The data subject has given explicit consent.
  2. 2. Processing is necessary for carrying out obligations under employment, social security, or social protection law, or a collective agreement.
  3. 3. Processing is necessary to protect the vital interests of a data subject or other natural person where the data subject is physically incapable of giving consent.
  4. 4. Processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation or not-for-profit body.
  5. 5. Processing relates to personal data which are manifestly made public by the data subject.
  6. 6. Processing is necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity
  7. 7. Processing is necessary for reasons of substantial public interest
  8. 8. Reasons of public interest in the area of public health
  9. 9. Processing is necessary for reasons of preventative or occupational medicine, for assessing the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment / management of health.

Do we need your consent?

We do not need your consent if we use your personal information in accordance with our written policy to carry out our legal obligations. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that you have the right not to agree to any request for consent from us.

Data sharing

We may have to share your data with third parties, including funding bodies, employees, sub-contractors, and other parties working in conjunction with Future Histories.

Why might you share my personal information with third parties?

We may need to share your personal information with a regulator or to otherwise comply with the law. We may also share your personal information with third parties where it is necessary to administer our communications with you or where we have another legitimate interest in doing so.

How secure is my information with third-party service providers?

Any third parties are required to take appropriate security measures to protect your personal information under the general law or in line with our policies. We do not allow any third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data retention: How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a service user, collaborator, member, supporter, employee, worker or contractor of Future Histories we will retain and/or securely destroy your personal information in accordance with applicable laws and regulations.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

If you want to review, verify, correct or request erasure of your personal information, or object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing (see below).

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Data Protection Officer

We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice or wish to write to the Data Protection Officer, please send an email with the subject DATA PROTECTION to: alda@futurehistories.org.uk

Issued by: Future Histories
Original Date of Issue: May 2018
Reviewed/Updated: December 2025