George Hill Allotments Association – Privacy Policy
We Are Committed To Protecting And Respecting Your Privacy.
Our privacy policy (including any other documents referred to in it) sets out the basis on which we process any personal data that we collect from you or about you that you provide to us or that we receive from other sources. By processing, we mean when we collect, use, store, delete and otherwise manipulate or access personal data.
If we ask you to provide information from which you can be identified, it will be used in accordance with this privacy policy, as it is varied from time to time.
Please read this policy carefully to understand our practices regarding your personal data and how we will treat it.
What Personal Data Do We Collect And Process About You?
The data that the Association collects, stores and processes is limited to the contact details of plot holders and prospective plot holders on waiting lists, such as full name, postal address, email address, landline / mobile phone numbers and plot details.
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How Do We Collect This Personal Data?
Information That You Give Us
This is the personal data that you provide to us, for example by filling in forms or by corresponding with us by phone, email, post or otherwise.
This personal data would relate to applications for plot tenancy, renewals and any other communications relating to your plot tenancy of the Association such as damage to the allotment, sheds or the plot being neglected.
For What Purposes Do We Collect And Use Your Personal Data?
Our General Policy
To meet requirements of the GDPR the Association will:
- Only collect information needed for the business of the Association
- Keep it secure – The Association will not allow plot holders access to each other’s personal data. For example emails to all plot holders will use blind copies, so that plot holders do not see everyone else’s email address. The Executive Committee are entitled to access all information held by the Association but they will not be asking for personal data unless they need it to discharge their duty.
- Personal data is stored on the computers of the Secretary and Treasurer protected by internet security software. The personal data is password protected, correspondence and paperwork is held securely.
- Ensure it is relevant and up to date –Plot holders will be asked to confirm or correct the information the Association holds about them when they pay their rent or renew their plot tenancy each year. A review may be conducted if felt necessary by the Executive Committee. However, plot holders are advised to inform the Association in writing if their circumstances change during the year.
- Only hold as much as needed, and only for as long as needed – There are good reasons for holding ex-plot holders’ details for a time in case of further contact. Records will not include member’s age or date of birth.
We Process The Personal Data Held About You In The Following Ways:
- To manage your application for plot tenancy of the Association
- To administer your plot tenancy of the Association
- To notify you of events that the Association is organising for plot holders
- To send periodic emails – The email address you provide when applying for plot tenancy may be used to send you information and updates pertaining to your plot.
- To provide you with newsletters.
- To enable compliance with statutory and legal obligations
- To respond to any complaint that you might make
- To contact you in an emergency
- To answer general enquiries that you may make
- To maintain the history of the allotment Association officials.
We will not process your personal data:
- To conduct market research
- To pass it to a third party for that party’s or any other party’s purposes
- To sell it to a third party
When Do We Disclose Personal Data?
To fulfil our statutory obligation with regards to Merton Council and the Association membership of The National Allotment Society, it may be necessary for George Hill Allotments Association to share your personal data with others, including:
- Idverde (outsource allotment provider for Merton Council )– Plot holder details, for regulatory purposes
- The National Allotment Society (NASLG) – For insurance purposes. NASLG has a robust data protection and has assured George Hill Allotment Association that the data provided will not be shared with other organisations.
- As might be required by law, including compliance with any court order or legal obligation.
What Are Your Rights?
The GDPR provides you with a number of rights in relation to your personal data. These include rights to the rectification or erasure of your personal data, and to restrict or object to its processing.
Rectification
If you find that any of the personal data that we hold about you is inaccurate, incomplete or contains errors, please notify us in writing and we shall undertake to make the appropriate corrections at the earliest opportunity.
Erasure
Should you wish to have some of your personal data erased, we will endeavour to do so although there may be instances where legitimate interests or the performance of our statutory obligations prevent us from doing so. The erasure of your personal data could result in an inability to provide you with some of our notices.
Unsubscribing
If at any time you would like to unsubscribe from receiving future emails from us, we include detailed unsubscribe instructions at the bottom of each email; however doing so will result in not being notified of the following:
- Newsletters
- Advance notice of social events
- Gardening tips and advice
Restriction or Objection
If you wish to object to or restrict how your personal data is processed by us, you can do so by writing to us. Please see our contact details below.
Access
You may request to be told whether or not personal data about you is being processed by George Hill Allotments Association. If your personal data is being processed, you are entitled to receive a response from us that provides you with a description of that personal data, the purpose for which it is processed, the recipients or category of recipients to whom that data is disclosed (including any recipients located outside the EEA), the source of the personal data, and information about its retention and storage. A copy of the personal data that is undergoing processing shall be provided to you.
To make such requests, you can email; ghaaallotment@gmail.com
Changes to Our Privacy Policy
If in the future we make any changes to our privacy policy, the latest version of our privacy policy will be made available to you.
Contact Details
Your questions, comments or requests relating to our processing of your personal data or this policy are welcome. You may contact us in relation to data protection matters by emailing us at:
George Hill Allotments 