Why we collect your personal information and the information we hold.
How we use the information.
How we keep your data secure.
The circumstances under which we delete this information.
We are doing this to reflect the requirements of the General Data Protection Regulations (GDPR)
which came into effect on 25 May 2018 and affects organisations like The Baildon Horticultural Society (‘BHS’).
BHS is committed to protecting any personal information that we collect concerning you. We recognise that it is your information.
Why we collect your Personal Information and the information we hold.
We collect the minimum amount of information that we need to run BHS effectively.
This information comes directly from the information you provide BHS in your Membership and or Allotment Application or a Renewal form, namely
Prefix and name
The amount of your subscription and type of subscription
In addition we will update this information as appropriate when you renew your membership.
BHS will never provide your personal information to any third parties for marketing purposes. In giving us the personal information in your Membership Application or Renewal form you are giving BHS your consent to store it and to use it in the ways set out in this document.
How do we use this information?
By joining BHS you give consent to us to communicate with you. For example:
To notify you of meetings and activities.
To send you information that you have specifically asked for, such as a membership/allotment
application form or anything that maybe organised by BHS or through BHS.
Your membership also allows you to access information about the BHS such as articles about BHS activities; access to our website and also to contact us either directly or through the website with enquiries related to the BHS.
You also give your consent to BHS sharing information with those service providers whose work on behalf of BHS is essential for the delivery of our services to you. These include database services, website hosting or email delivery services or, if required to do so, by the police, a regulatory or government authority.
If you contact BHS, we may keep a record of your email, letter and other correspondence and information that you provide BHS as a result of filling in forms on BHS website. BHS may collect photographs showing your attendance at event(s) as well as maintaining historic records also showing your attendance at event(s).
How we protect your data and keep it secure.
BHS is committed to protecting and safeguarding the personal information you entrust to us.
We will ensure that all personal information collected and processed is secure, kept accurate and up-to-date. The accuracy of information shall be checked when it is collected and at regular intervals thereafter. Where any inaccurate or out-of-date information is found, all reasonable steps will be taken without delay to amend or erase that information, as appropriate.
We will not and do not want to keep more information than we need or for longer than we need.
BHS will only pass your information to third-party providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you (for example contractors undertaking work at the allotment sites). However, when we use third party service providers, we will disclose only the personal information that is necessary to deliver the service and BHS will have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that BHS will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested BHS to do so, or BHS are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
The information which you provide to BHS will not be transferred to countries outside the European Union (“EU”).
We use blind copy in emails when we communicate with you to ensure your data is not shared.
Appropriate steps using passwords are taken to prevent unauthorised or unlawful processing of personal data/access to data files and against accidental loss or destruction of data.
The Circumstances under which we delete your data
We will delete your personal information from our electronic files and databases when:
• You notify us that you want to end your membership of BHS.
You notify us that you want some or all of your data deleted.
6 months after the expiry of your membership, should we not receive any instructions from you to the contrary.
BHS will keep your information for as long as you are a member of BHS. When you are no longer a member, BHS keep it where BHS may need it for legitimate BHS purposes for example to help BHS respond to queries or complaints, or for other reasons for example insurance purposes or to maintain BHS historical records.
Any updates or changes to this policy will be posted on BHS Website and if you want to contact us to delete or alter your data please contact the Secretary firstname.lastname@example.org
The Committee Baildon Horticultural Society