Broad Oak Park Allotment Association is committed to data protection.

This Privacy Notice sets out what we do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data according to the GDPR legislation in force from 25th May 2018.

What data are we gathering?

We may hold Personal Data. We believe it is important to be open and transparent about how we will use your Personal Data. Information we may hold includes the following:

name and contact details (first and surname, home address, email address and telephone number (landline and/or mobile number)

Why do we collect this information?

We use this information to communicate with you and to carry out our obligations as an Allotment Association. We also have a responsibility to keep information about you, both during your membership and afterwards (to help us if you leave). In addition, we may collect data for registration to events. The list of activities we carry out as part of BOPAA that may require the use of Personal Data include:

To enable us to provide a voluntary service for the benefit of the plot holders;

To manage our volunteers

To manage our membership records

To update you on events and

To conduct surveys on our performance

For financial accounting

How do we gather data?

We gather data through a variety of methods, these include:

contact form on our website or by email

waiting lists for new members

joiner’s forms

event registration forms.

Committee election forms

Specific volunteer group registers

When will we delete this data?

We may keep information for different periods of time for different purposes as required by law or best practice.

As far as membership information is concerned, to make sure of continuity and smooth transition when plots are vacated, we keep membership information throughout the membership and up to 1 year after it ends.

Who has access to this data and who do we share it with?

The secretary, Chair and Treasurer have access to the contact details you provide when you become a member of the Association. Other than these Committee Officers, only those plot holders who need membership information to carry out their role have access to your contact information, with your permission.

We do not store bank details, nor do we share data with without permission.

Group emails are sent out anonymously using the 'bcc' format. Group emails sent on behalf of the Association are sent out using only the official email account: bopallotment@outlook.com

Those plot holders with whom data is shared are required to use, store and delete/destroy this in compliance with our policy.

Where will the data be stored?

This data is securely stored {as paper records in a locked filing cabinet or stored as electronic documents in a secure storage solution.}. We take data security seriously.

What are your rights to your Personal Data

As a Data Subject you have rights over your own data that you can exercise at any time, these are:

Data is accurate – we must keep your data accurate- you are required to up-date our records if your contact details change

Data is erased – we must erase data if not needed or requested by you, that is not excessive and is possible

Data is portable – we must provide a copy of your data back to you

Data processing is limited – we must cease a processing activity if you object to it

Consent withdrawal – we must allow you to withdraw consent at anytime

In the event that you wish to contact us to exercise these rights or for any further queries on this Privacy Notice please contact: bopallotment@outlook.com

Broad Oak Park Allotment Association

Version 1 May 2018

New User

2018-08-22

Sophie Ellis-Gilchrist