Privacy Statement
Spondon Horticultural Society(hereafter referred to as ‘SHS’) aims to comply with current data protection obligations in relation to the GDPR (the UK General Data Protection Regulation). We want to safeguard your personal data, as well as to provide you with details on the kind of information that we hold about you and how it is processed.In order for SHS to manage the site and let plots, we have to hold information on plot holders and comply with the requirements of the UK GDPR.
We are providing you with this privacy notice because either you are an existing member of SHS, or you are making an application for an allotment and if successful will become a member of SHS.
Our contact details
Name: Spondon Horticultural Society
Email: se*******@sp***************.org
Website: www.spondonallotments.org
SHS collects certain information about plot-holders and applicants to become plot-holders. We currently collect, store and process the following information: Plot-holders’ title and full name, mobile phone number, landline telephone number, email address(es) and postal address. We also keep the date of joining SHS, as well as the rental payments for your plot.
Applicants’ title and full name, mobile phone number, landline telephone number, email address(es) and postal address
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is that we have a legitimate interest.
Keeping your personal information up to date
If any of your personal information changes, such as your contact details or address, please inform us as soon as possible so that we can keep our records up to date.
How we use special category or sensitive data as specified by the GDPR
We do not request or hold data or information within this category.
How we get the personal information and why we have it
All of the personal information we process is provided to us directly by you. We collect this information in order to manage the site and let plots. We also will communicate with you by email, telephone and post from time-to-time with site news, important notifications and updates, new products and special offers, annual general meetings and other meetings, workshops, competitions and site activities, as well as developments on the allotment.
We do not share your information without your prior consent. It will not be disclosed to third parties unless we are required to do so by law or in compliance with legal obligations.
How we store your personal information: data security
Your information is securely stored. The data is held electronically with restricted access. Appropriate tools such as firewalls are in place and antivirus software is kept up to date.
Data held on paper is kept under lock and key when not in use.
Your data is only accessible to those who need to use it in order to undertake SHS activities (the letting and management of plots and the sending of information to members by post or email). Access is restricted to Committee members only.
We have in place procedures to deal with any suspected data security breach. We will notify you and the Information Commissioner’s Office of a suspected breach where we are legally required to do so.
Data retention
We only hold data as long as we reasonably need it. We will retain your personal information for as long as you are a member of SHS. Your personal information will be deleted and/or destroyed within 30 days of leaving the association.
For applicants who withdraw from our waiting list, your information will be deleted immediately from our records.
Historical records and other non essential and time expired information will be routinely deleted and destroyed.
Your data protection rights
You may inspect the information held by SHS about you on request. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party please contact us at se*******@sp***************.org
How to complain
If you have any questions about this privacy notice or if you have any concerns about our use of your personal information, you can make a complaint to us at se*******@sp***************.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk