Privacy Policy

This privacy notice explains how the High Country History Group collects, uses and protects personal information when you use this website, subscribe to the newsletter or contact us.

Last updated: 30 July 2026

Who we are

The High Country History Group is responsible for the personal information described in this notice. The website preserves and shares the history of Greensted, Stanford Rivers, Stapleford Tawney and Theydon Mount.

Questions about this notice or requests concerning your personal information can be sent to byway55@gmail.com.

Information we collect

Newsletter information

If you subscribe to our newsletter, we collect your email address and any name you choose to provide. MailPoet records information needed to manage the subscription, such as confirmation and unsubscribe status, relevant dates, signup source and IP address. Depending on the newsletter settings, it may also record delivery, opening and link-click information.

Messages and requests

If you contact us, we receive the information you provide, such as your name, email address and the contents of your message. We may keep related correspondence where needed to answer your enquiry or maintain a record of a correction, permission or rights request.

Website administration

WordPress stores account details, login information, permissions and records of changes for authorised editors and administrators. Information submitted through archive administration forms is stored so the collection can be maintained and published.

Technical information

Our website host and security systems may record IP addresses, browser and device information, requested pages, referring pages, and the date and time of requests in server and security logs.

Archive records

The archive contains historical information about people, families, places, organisations and events. Material may come from Society journals, donated collections, photographs, memories, public records and published historical sources. Some records may relate to living people. Please contact us if you believe that information about you is inaccurate, inappropriate or should be reviewed.

How we use information

• To provide and maintain the local-history website and archive.
• To send newsletters requested by subscribers and manage confirmations and unsubscribes.
• To respond to enquiries, corrections, permissions and data-protection requests.
• To operate administrator accounts and record changes to the archive.
• To provide visitor-controlled features such as preferences, saved items, reading progress, quiz progress and offline access.
• To secure the website, prevent misuse and investigate technical problems.
• To comply with legal obligations and establish, exercise or defend legal claims where necessary.

Lawful bases

We rely on consent to send newsletter marketing. You can withdraw consent at any time by using the unsubscribe link in a newsletter.

We rely on our legitimate interests where necessary to operate and secure the website, administer the archive, answer enquiries, maintain accurate historical records and make local history available to the public. We consider the effect on the people concerned before relying on this basis.

We may also process information to meet a legal obligation. Where special category information appears in historical material, we will only process it where an additional condition under data-protection law applies, including an applicable archiving or research condition.

Services and sharing

We do not sell personal information. We share it only where necessary with service providers that help operate the website and newsletter, including our website host, WordPress services, MailPoet and email-delivery providers; with professional advisers where necessary; or with public authorities where required by law.

Interactive maps request map tiles from OpenStreetMap or CARTO. Address searches used by authorised editors may send search wording to OpenStreetMap Nominatim. These providers receive technical request information such as an IP address and browser details. If you choose the “Near me” feature, your browser asks for location permission. The website uses the location to position or search the map; we do not use it to build a location history.

Some providers may process information outside the United Kingdom. Where UK data-protection law requires it, we expect an adequacy regulation, approved contractual safeguards or another lawful transfer mechanism to be used.

Cookies and storage on your device

The website uses essential cookies required for WordPress login, security and administration. It also stores your cookie-setting choice. MailPoet may set cookies or similar identifiers needed to manage subscriptions or measure newsletter engagement.

With your choice where required, the website uses local browser storage for appearance and accessibility preferences, saved archive items, reading position and status, text size and quiz progress. The optional offline feature uses a service worker and browser caches to store selected pages, website files, map tiles and media on your device. This locally stored information normally stays on that device, although saved items may be synchronised with a WordPress account when a signed-in feature is available.

We do not use advertising cookies and the theme does not currently include a visitor analytics service. You can change the website cookie choice using the cookie settings control and can delete cookies, local storage and cached files through your browser. Doing so may reset preferences, saved items and progress.

How long we keep information

• Newsletter information is kept while you are subscribed and afterwards where needed to record an unsubscribe, maintain a suppression list or meet legal and delivery requirements.
• Unconfirmed newsletter subscriptions are retained for the period configured in MailPoet and then removed.
• Enquiries and rights requests are kept only as long as reasonably needed to deal with them and maintain an appropriate record.
• Administrator accounts, edit history and archive provenance records are retained while needed to operate, secure and document the archive.
• Server and security logs are kept according to the host’s operational and security retention periods.
• Historical archive material may be retained for the long term because preservation is a core purpose of the archive, subject to applicable rights and safeguards.
• Information on your device remains until it expires, is replaced or you clear it.

Your rights

Depending on the circumstances, UK data-protection law may give you the right to request access to your personal information, correction, deletion, restriction, data portability, or to object to processing. Where processing is based on consent, you can withdraw that consent at any time. These rights are not absolute; exemptions may apply, including safeguards and exemptions relevant to historical archives and research.

We do not use personal information for solely automated decisions that produce legal or similarly significant effects.

To exercise a right, contact us using the details above. We may need to confirm your identity. You may also complain to the UK Information Commissioner’s Office through its complaints service.

Security

We use proportionate measures such as access controls, limited administrator permissions, software updates, encrypted web connections where available, backups and security monitoring. No website or method of transmission can be guaranteed completely secure.

Children

The archive can be used by people of all ages. The newsletter and account features are not intentionally directed at children. A child wishing to subscribe should do so with the knowledge of a parent or guardian.

Changes to this notice

We may update this notice when the website, our services or legal requirements change. The latest review date will be shown near the top of this page.