Notice to all members of the
Helvetia Philatelic Society of Great Britain (HPS).

This notice is being distributed to all HPS members in connection with changes in UK
and EU law – specifically in the UK, the Data Protection Act 1998 and the General
Data Protection Regulation 2018.


The HPS stores data about its members including name, email, postal address, phone
number, subscription payment dates, amounts and method of payment. We have
reviewed the purposes of our processing activities and selected the most appropriate
lawful basis for these activities. We have checked that the processing is necessary for
purpose of operating the Society and are satisfied that there is no other reasonable
way to achieve that purpose. We have documented our decision that ‘Legitimate
interests’ is the lawful basis which applies to help us demonstrate compliance.


Information supplied by you will be only be used by the HPS lawfully, in accordance
with the Data Protection Act 1998 and the General Data Protection Regulation 2018.
We may use your information to provide you with membership services, for example:

  • sending you the Newsletter (by post and/or by email attachment), details of
    meetings, other occasional news information and subscription renewals;
  • to carry out any other obligations arising from your membership subscription;
  • contacting you by telephone, email or post on matters arising directly from
    your membership.

We will not share your data with any other member without your written consent.
We will not share or sell your information to any third party. The retention periods
for personal information will be reviewed annually. We will hold your personal
information on computer or memory storage device; our systems are retained only in
the direct ownership of the officers of the Society. You can check the information that
we hold about you by emailing us at If you advise us of
any inaccuracies or if you instruct the HPS that we may no longer retain your personal
data we will delete or correct them promptly as appropriate