Terms & Conditions

Terms and Conditions

Gwent Family History Society is a registered charity, number 702333. The Society provides its members and the public with a number of services and the opportunity to:

  • Join Gwent Family History Society
  • Renew membership subscriptions
  • Book attendance at various events
  • Purchase publications, indexes and services

Consumer Protection (Distance Selling) Regulations 2000

The above items are available by distance selling. The Society’s facilities may be provided either by the use of interactive online forms, or by post or telephone orders.

In the case of online forms, the financial side of the transaction is performed by PayPal services. The Society never sees the user’s financial details such as credit card details. Confirmation of a transaction is given directly on the website, and is confirmed by an email from the Society.

In the case of post and telephone requests, the Society is given the user’s credit card details and will handle these securely as described in “Privacy and Data Protection” below.


Orders are expected to be processed within ten working days. Where transactions are for deliverable items, these will be sent out by UK post. Overseas delivery is by Airmail and the customer is responsible for payment of any Local Taxes and Import Duties levied in the country of the delivery address.

The Society is run entirely by volunteers, and due to holiday arrangements and for other reasons we will occasionally be unable to meet this timescale.

Some items do not require physical delivery, e.g. membership renewals, bookings for events, services. For these, confirmation of the transaction is provided either directly on the website (for online forms as described above), or by a subsequent email.

In the case of renewals and new members joining the Society, magazines, new members’ packs and membership numbers may not arrive within the time frame shown above. These are sent out in batches, and the timing of each batch may be subject to delays from various causes, so that it can exceptionally be up to three weeks for a UK delivery and longer for an overseas delivery. If joining for the following membership year, the first magazine is posted in February.

Cancellations and Refunds

Deliverable goods

A customer has the right to cancel an order for deliverable goods within seven working days after receipt of the goods. This seven-day “cooling-off” period excludes Saturdays, Sundays, and Bank Holidays.

Notification of intention to cancel should be received by the Society within the cooling-off period, in writing. “Writing” includes letter or e-mail sent to the Society’s Sales Officer email address. A telephone call will not be acceptable.

On receipt of notice within the cooling-off period, the Society will refund the sale price of goods if, and only if, they are returned in a resalable condition. The goods are to be cared for by the customer at the customer’s risk.

The cost of returning the goods must be paid for by the customer and will not be paid for by the Society. Payment of a refund will be made by the Society within 30 days of receipt of the returned goods in a resalable condition. A charge of £1.00 per order plus postage & packing costs incurred by the Society will be deducted from the refund. Refunds will be made by cheque or via PayPal. No refunds will be made in respect of CDs where the customer has broken the seal or wrapper.

In the event of an overpayment authorized by the customer when ordering, a refund will be made, at the Society’s discretion, either by cheque or PayPal (dependent on the method used to make the original payment). ALL Refunds will be subject to a deduction to cover costs as follows:

  • Up to £30.00 a deduction of £1.
  • OVER £30.00 a deduction of 3% of the total paid.

Society services (non-deliverables)

No refunds will be made for membership subscriptions paid during the year.

In the event of a duplicate payment for a membership or a renewal, a charge of £1.00 per order will be deducted from the refund. Refunds will be made by cheque or via PayPal.

If the Society has been asked to supply a service for a fee, then once the request and the fee for the service have been received by the Society, it will start to process the request and no “cooling-off” period shall apply, with the consequence that no refund of fee shall be made even if the customer wishes to stop the research.

Requests for the refund of fees for Society events will be considered on their merit. Where a cancellation of attendance is received prior to two weeks before the start date of the event, a full refund will be made. Later cancellations may not result in a refund.

The laws of England and Wales shall apply to this contract.

Return of Faulty Goods

The above statement regarding the return of deliverables applies only to the cancellation of an order. In the event that goods supplied are faulty, a refund or replacement will be made upon the return of the faulty goods. Notification of faulty goods should be made to the Society’s Sales Officer within 28 days of receipt of the faulty goods.

Contacting the Society’s Customer Service

If you have a query regarding an order placed please email, sales@gwentfhs.info

For general enquiries regarding the Society, please write, enclosing a reply-paid envelope or three International Reply Coupons, to:

Gwent FHS Enquiries, 11 Rosser Street, Wainfelin, Pontypool. NP4 6EA, UK

Alternatively, e-mail secretary@gwentfhs.info

Privacy and Data Protection

The Society holds data on its members to allow it to perform its functions. For financial transactions performed via online forms, the Society uses PayPal to manage the buyer’s financial details, passing the transaction over to the secure PayPal website. Consequently the Society neither sees nor stores any financial data such as credit card numbers.

For financial transactions carried out by post or telephone, where the buyer chooses to use a credit card and so provides the credit card number to the Society, all financial data is stored securely, until the transaction is processed and reconciled to the Society’s accounting records. Access to this information is securely held and is available only to the Treasurer and the appropriate post holder responsible for that type of transaction, i.e. the Membership Secretary, Sales Officer. After the transaction is processed and reconciled to the Society’s accounts, the sensitive information i.e. credit or debit card numbers is deleted.

Data Protection

The Society holds certain information about its members in its database and paper records. This data comes from, or relates to:

  • Response and application forms, correspondence, or other dealings with us
  • Purchase of merchandise, books, CDs, etc.
  • General information that is in the public domain

The Society uses this information for administration and the marketing of Society services. It is also used to keep members informed about the work of the Society, as well as the different ways in which members can help, attend organised events and purchase goods. Any members who would prefer not to be contacted about any or these entire matters can opt out of receiving this information from us.

Members have a right to ask for a copy of the information we hold on them, for which we charge a small fee (£10.00) to cover administrative costs and to ensure that maximum resources of the Society go to genealogical activities. Any inaccuracies reported to us will be corrected.

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