Privacy Policy & Use Of Cookies

Respecting your privacy and security is very important to us. This privacy policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure. It also provides information about your privacy rights, how you may contact us and how our website uses cookies.

Who we are

Birmingham & Warwickshire Archeological Society (BWAS) exists to promote the study of archaeology and history and the preservation, investigation, evacuation and restoration of local antiquities and buildings of historical interest for the public benefit. 

BWAS is a registered charity (charity number 503327).

Our postal address is:

Birmingham and Warwickshire Archaeological Society 

c/o The Birmingham and Midland Institute

Margaret Street


B3 3BS

You can contact us via:

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, or similar identifier and title.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us; and donations from you and any specific conditions regarding use of the donation.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data includes your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communications Data includes your preferences in receiving communications from us and our third parties and your communication preferences. 

We do not collect any Special Categories of Personal Data about you nor do we collect any criminal offence data. 

How is your personal data collected?

We use different methods to collect data from and about you including through: 

Direct interactions:

You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you join or apply to be a member, renew your membership, volunteer with us, pledge or make a financial donation, place an order for our products, respond to one of our surveys or request marketing to be sent to you, for example by signing up to our newsletter. 

Automated technologies or interactions:

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. You can find more information about use of cookies later in this document.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below: 

i) Analytics providers such as Google based outside the EU; 

ii) Advertising networks such as Meta based outside the EU; and 

iii) Search information providers such as Google based outside the EU. 

Third-party links

This website includes links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Why do we process your personal data?

We will only use your personal data where the law allows us to. Most commonly, we will use your personal data in the following circumstances: to provide a service you have requested.

Where we need to provide a service or perform a contract we are about to enter into or have entered into with you, to:

  • Fulfil ticket, merchandise, donation and membership requests.
  • Process payments. Please note that we do not store any Credit Card or other payment information once the transaction has been completed.
  • Send you e-tickets and/or products you have ordered/requested.
  • Contact you with important information relating to a booking, your membership or a purchase.
  • Send you membership benefits such as your membership card, newsletter, the transactions, details of reciprocal membership agreements and event invitations.
  • Inform you of news and upcoming events.
  • Arrange excursions and activities.

Where we need to comply with a legal or regulatory obligation:

  • To undertake due diligence to detect and reduce fraud and credit risk.
  • To comply with our duty to assess that money given to BWAS has been generated lawfully, and that accepting the support will not expose the organisation to unacceptable levels of reputational risk.
  • To submit a claim to HM Revenue and Customs (HMRC) for Gift Aid.
  • Comply with Health and Safety requirements.

Change of purpose

We will only use your personal data 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.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

Some of our service providers may have access to your data in order to perform services on our behalf:

  • Service providers who work on BWAS’ behalf for the performance of any contract we enter into with them or you, for example payment processing companies, our ticketing service provider, our mailing service for the transactions or email delivery services.
  • Professional advisers including lawyers, bankers and auditors.
  • Evaluators and research specialists engaged by BWAS for the purpose of improving membership services and events.

We require all third parties to respect the security of your personal data and comply with UK data protection laws. 

How do we protect your personal data

Data Security: We strive to implement appropriate technical and organisational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access and any other unlawful forms of processing. We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data. 

Data Retention We will only retain your personal data for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will not keep more information than we need.

Members data: Data is retained whilst you remain a member. If you cease to be a member your data will be removed within two years unless otherwise required to meet requirements of HMRC or the charities commission. 

Your legal rights

As a data subject, you have the following rights under the Data Protection Laws: 

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

If you wish to exercise any of the rights set out above, please contact us. 

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 ( We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

No fee usually required 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. 

What we may need from you 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

Time limit to respond 

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

Use of Cookies

This section of the policy explains our use of website cookies and the choices you can make about allowing cookies or choosing to disable them on this website.

Our website uses cookies. ‘Cookies’ are small text files that are stored by the browser (e.g. Internet Explorer, Chrome or Safari) on your computer or mobile device. This site uses two types of cookies:

  • Site performance cookies. They allow websites to store such things as user preferences, enabling it to recognise a user and respond appropriately. These cookies do not contain any personal data about you individually.
  • Anonymous analytics cookies. We use Google Analytics to collect information about site usage and performance. These cookies can tell us whether or not you have visited the site before and how the site is used. This helps us better understand our users and their needs so that we can continue to improve the services we provide. These cookies cannot be used to identify individuals.

Third party cookies

Certain areas of the website will also contain third party cookies, e.g. embedded YouTube content. Also, when you share any content on the website using a social media sharing button, the social network will record that you have done this.

BWAS is not responsible for these cookies. Please refer to the appropriate third party website Privacy Policy for further information about them and their terms.

Disabling Cookies

When you visit the BWAS website, if your browser is using the standard settings and it is accepting cookies, you are giving consent for our website cookies to be stored on your computer.

If you do not wish for this to happen, you can disable them in the settings of your browser. 

For more information about how to disable cookies in different browsers, visit the About Cookies website.

If you have any questions about our use of cookies, please e-mail: