Collection of your Personal Information
Use of your Personal Information
It is the policy of the Society of Mayflower Descendants in the State of Maryland to protect the personal information it collects about living persons. It does so in the following manner:
The Society of Mayflower Descendants in the State of Maryland (SMDM) collects two kinds of personal information about applicants and members: 1) contact information and 2) genealogical information.
Contact information is: name, address, member numbers, telephone number (if it has been provided by the applicant), e-mail address (if provided by the applicant), date of membership, category of membership (annual, life, Jr. Life, Honorary), occupation (if provided by the applicant) and name of the Pilgrim ancestor.
Genealogical information is: Information concerning birth, death, marriages and divorces, adoptions, etc. At the beginning of the application process, the State Historian or Assistant State Historian(s) (the Historian) provides applicants with a partially completed application based on what the SMDM and the General Society of Mayflower Descendants (GSMD) knows about the proposed lineage. That document may include contact or public domain genealogical information or both.
The files of applicants who fail to complete their applications in a timely manner are considered to have been abandoned. Those files are destroyed.
If the GSMD reject the application, the SMDM Historian destroys the Maryland copy of that file.
If the GSMD approve the application, it returns a copy of the approved application to the SMDM Historian. The SMDM Historian retains a copy of the approved application and sends a copy to the applicant only. No additional copy will be distributed unless the applicant requests such an action. At that time, the Historian destroys everything in the applicant’s file which was not included in the transmission to the GSMD, leaving the SMDM with a member file consisting of the approved application and the supporting material.
Using the information contained in the approved application, the SMDM Historian provides contact information to relevant members of the Maryland Board of Assistants so that the new member may be placed on various lists (e-mail and dues, for example) and included in the directory of members which is copyrighted and published to the membership only at regular intervals. It bears the following distribution notice: “This Directory of Officers and Members is intended solely for the use of the Mayflower Society …it may not be reproduced…”
The same procedure is followed with respect to Supplemental Applications.
The Historian updates the contact information from time to time and reports changes to the relevant members of the Maryland Board of Assistants and to the GSMD.
The SMDM Historian collects the name, address, name of sponsor, telephone number (if provided), email address (if provided) of Junior Members and of Friends of the Maryland Mayflower Society. That information is provided to the relevant members of the Maryland Board of Assistants so that the Friends and Junior Members may be included in the Directory and placed on the relevant lists. In addition, the Historian provides the chairperson of the Junior Members’ Committee (and only that person) with the birth dates of junior and junior life members so that appropriate birthday cards may be sent to them. The Historian accepts copies of birth certificates for junior members if they are provided.
The SMDM does not sell, or rent the information in the membership directory (or any other information in the member’s file, a junior member’s file, or Friend’s file).
In the case of financial transactions (payment of dues, fees etc.), the SMDM does not collect bank account numbers or credit card data.
Changes to this Policy