Policies
GDPR Privacy Policy
General Data Protection Regulation (GDPR) Privacy Policy
In accordance with the GDPR legislation implemented in May 2018, this policy sets out how the Hartley Horticultural Society uses and protects personal information given by its members. The Society is committed to ensuring that its members’ privacy is protected and that personal details will only be used in accordance with this policy.
1WHO WE ARE
Hartley And District Horticultural Society (HHS) is a membership organisation (affiliated to the Royal Horticultural Society) which exists to promote interest in plants and gardening in the village of Hartley, and surrounding areas, in North West Kent. The HHS Committee acts as the Society’s data controller for the purposes of the GDPR. Individual officers of the Committee may act as data processors, in particular the Membership Secretary.
2WHY WE KEEP PERSONAL DATA AND OUR LEGAL BASIS FOR DOING SO
In order to run HHS and to provide its members with information and services, the officers of the Committee need to know who our members are and to be able to communicate with them. The Committee therefore considers that the GDPR criterion of ‘Legitimate Interest’ applies, i.e. that it is in the legitimate interests of the HHS for officers of the Committee to hold and maintain the personal data (see below) provided by members, and that it is necessary and proportionate to do so.
3WHAT WE KEEP AND WHAT WE DO WITH IT
HHS collects, stores and uses details provided directly by its members to the officers of the Committee. These details are: member’s name (and partner name for joint memberships), address, telephone number(s), and email address if provided.
This information is used to maintain accurate membership records, to communicate with members, and to distribute information to them about the Society’s activities, primarily by means of an annual programme and quarterly newsletters. These are mainly paper documents distributed by hand (or by post to non-local members), but newsletters and other items may be sent to members by email if they specifically consent to receive such emails. Telephone contact with members may also be undertaken, for example if an event is cancelled at short notice due to bad weather.
Personal data of all Society members is held by the Membership Secretary. He/She produces a paper ticklist of names of all members for every indoor meeting, as a safety precaution in case of emergency.
He/she will provide individual members’ details to other officers of the Committee when necessary; in particular, each officer of the Committee has a ‘delivery round’ of several members, to whom they deliver paper documents and collect annual subscriptions as required. Officers are provided with paper details of these members to facilitate this.
This information is used to maintain accurate membership records, to communicate with members, and to distribute information to them about the Society’s activities, primarily by means of an annual programme and quarterly newsletters. These are mainly paper documents distributed by hand (or by post to non-local members), but newsletters and other items may be sent to members by email if they specifically consent to receive such emails. Telephone contact with members may also be undertaken, for example if an event is cancelled at short notice due to bad weather.
Personal data of all Society members is held by the Membership Secretary. He/She produces a paper ticklist of names of all members for every indoor meeting, as a safety precaution in case of emergency.
He/she will provide individual members’ details to other officers of the Committee when necessary; in particular, each officer of the Committee has a ‘delivery round’ of several members, to whom they deliver paper documents and collect annual subscriptions as required. Officers are provided with paper details of these members to facilitate this.
4DATA SECURITY
Members’ information is held electronically on personal computers, and in paper form as required. Physical, electronic and administrative procedures are in place to safeguard and secure the information held, in order to prevent unauthorised access or disclosure.
Unless required by law to do so, officers of the HHS Committee will not share members’ details with other HHS members or with third parties outside the Committee, unless they have the prior explicit permission of the member.
Unless required by law to do so, officers of the HHS Committee will not share members’ details with other HHS members or with third parties outside the Committee, unless they have the prior explicit permission of the member.
5HOW LONG WE KEEP IT
HHS members’ personal details are kept for the duration of their membership of the Society, and for 6 months after their last subscription becomes due, unless the member confirms that they do not wish to rejoin. Once the Membership Secretary is informed of the cancellation of a membership, the electronic data record will be deleted as soon as possible, and all details will be destroyed not more than 6 weeks after he/she receives that information.
6RIGHTS UNDER THE GDPR
As a member of Hartley Horticultural Society, you have the right to:
- Be informed about our collection and use of your personal data
- Request details of the personal information we hold about you
- Have any inaccuracies in your data corrected
- Request that your details be deleted from our records
- Request that the use of your personal data is restricted