Our Privacy Policy

GENERAL DATA PROTECTION REGULATION POLICY (“GDPR”)

Privacy Notice

 

The Horsham Shelley Allotment Society (“the Society”) holds Members personal data solely to enable the Society to maintain membership records and keep in contact with Members.  The Society is fully committed to protecting the personal information of Members.

 

This Policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.

 

What data do we hold

 

  1. Personal Information

The only personal information we hold is that provided by people who have asked to go on the waiting List, and information provided by Members and helpers.

 

  1. Membership Data

To enable the Committee to be able to communicate with Members the following data is held:

Name

Address

Date of joining

Email address

Telephone numbers (both home and mobile if provided)

This information will be collected when you sign your Contract for your Plot on the Society’s site.

We only hold the data that is required to contact you in the normal course of your rental agreement.  We will not request or hold any unnecessary personal data.

 

  1. Waiting List Data

To enable the Committee to be able to communicate with people on the Society’s Waiting List the following data is held:

Name

Address

Email address

Telephone numbers (both home and mobile if provided)

This information will be collected when you contact the Lettings Secretary about plot availability.

We only hold the data that is required to contact you once a plot becomes available.  This Data will then be transferred to the Membership Data Sheet when a contract is signed.  We will not request or hold any unnecessary personal data.

 

  1. Registered Helpers Data

To enable the Committee ensure that Registered Helpers retain their Helpers Rights for inheritance purposes – details are also held on the Waiting List.

 

  1. How do we hold the data

The Society is committed to protecting your personal data.  This data is held on a secure external drive and the document is password protected.  A back up of the data may also be held on a second secure external drive and will be password protected.

A hard copy of the signed contract is held in a locked, fire proof box.

               

  1. Use of Data

The personal data provided by Members is used primarily to keep Members up to date with relevant information about the Society (eg newsletters), advise Members of the date of the AGM and send Members annual Rent Demands.

Personal data provided by Helpers is used as per point 4 above.

Personal data provided by people on the Waiting List is used to contact them when a plot becomes available and the data will then be converted to Members Data and used as outlined at (i) above.

 

  1. How long do we hold your data

Member information is held until the end of the rental year (March) in which the Member ceases to be a Member of the Society.  After this date all data is deleted and hard copies destroyed. 

Helpers details are held until the end of the rental year (March) in which the Member ceases to be a Member of the Society.  After this date all data is deleted and hard copies destroyed unless the Helper subsequently becomes a Member of the Society.

 

  1. Responsibilities

The Committee of the Society recognises its overall legal responsibility for compliance with GDPR.

Day to day responsibility for Data Protection is delegated to The Chairman of the Society who will be responsible for:

  • briefing the Committee on GDPR and Data Protection responsibilities as required
  • reviewing Data Protection and related policies at appropriate intervals
  • handling any Subject Access requests
  • recommending to the Committee any procedural changes to ensure GDPR compliance.

All Committee members have the following responsibilities:

  • assisting the Chairman in identifying areas which have Data Protection implications
  • adopting and implementing policies and procedures, which take full account of Data Protection requirements.

The Society is committed to good practice in respect of the handling Personal Data and compliance with the requirements of the General Data Protection Regulation (“GDPR”). 

We will never share, sell, rent or trade your personal information to any third party for marketing purposes.

 

  1. Your Rights

All Members, individuals on the Waiting List and Helpers have the right to withdraw their consent to the Society holding their data at any time.

If you wish to withdraw your consent please contact:   The Chairman of the Committee.

Please note that the Society’s inability to contact you, particularly with regard to rent demands, will result in the forfeiture of your plot.

 

  1. Contact Details

You should feel free to amend the personal information we hold on you so please contact us if you wish to know what information we hold.

 

If any Member has any concerns of queries please contact The Chairman at email address:  info@shelleyallotments.co.uk

 

 

 

Date:         January 2018