GDPR
General Data Protection Regulations Policy
GDPR
Privacy Notice for Wingerworth Cooperative Allotment Society Ltd
Personal
Information – Privacy Notice
Purpose
of this notice
In
line with the General Data Protection Regulations (GDPR) effective
from May 2018, we are committed to protecting and respecting your
privacy. This is a summary of our privacy notice to tell you what
personal information about you we collect, hold and use. This notice
is addressed to our tenants and associate members, current,
prospective and former.
Wingerworth
Cooperative Allotment Society Ltd holds and uses personal data about
its members. In the context of data protection legislation it is a
‘data controller’.
This
privacy notice lets you know what happens to any personal data you
give to us or we may collect from you. Your trust is important to us
and we are committed to safeguarding your personal data.
In
accordance with the GDPR we are
providing you with clarity on what data we have; how we use it; why
we need it and who has access to it.
We
are providing you with this privacy notice because:
- you are an existing member of Wingerworth Cooperative Allotment Society Ltd and we are required to inform you of your rights relating to the personal information we hold, or
- you are making an application to join the Society and if successful will become a member of Wingerworth Cooperative Allotment Society Ltd.
Compliance
Wingerworth
Cooperative Allotment Society Ltd
is
categorised as a non-profit organisation and, as we process only
information relevant to managing the Society, there is no requirement
for us to register with the Information Commissioner’s Office.
The
lawful
basis under
the GDPR which we rely on to process your personal data is known as
‘legitimate interests’.
Legitimate
interests applies since, as an Allotment Society, we process personal
data in order to manage the Society our site and tenancies. We do not
collect special category or sensitive data as specified by the GDPR.
By
way of this notice we are communicating our privacy policy to both
members and applicants. This privacy notice is posted on our website
and included in our handbook. New applicants and Associate Members
will be directed to this privacy notice. Tenants will be reminded of
the privacy notice at the time of signing tenancy agreements.
Management Committee member who will oversee this area is the Secretary. Treasurer and Chair as the Society officers will have access. No other Committee member or member will have access.
Data
protection principles
We
comply with data protection law and principles, which means that your
data will be:
- used lawfully, fairly and in a transparent way
- collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- relevant to the purposes we have told you about and limited only to those purposes
- accurate and kept up to date
- kept only as long as necessary for the purposes we have told you about
- kept securely
The
information we hold about you
In
connection with your membership of Wingerworth Cooperative Allotment
Society Ltd we collect, store and use the following categories of
personal information about you:
- your title and full name
- your postal address
- your email address
- your home and/or mobile telephone numbers
- In the case of tenants your rental and associated charges for your plot Associate members your membership fees
How
is your personal information collected?
We
collect personal information about you from the following sources:
- your application form when applying for an allotment plot
- a formal application for membership of Wingerworth Cooperative Allotment Society Ltd
- completed and signed tenancy agreements
How
we will use personal information
We
collect information in order to manage the Society and tenancies. We
only use your personal information for the operation of your
membership and this enables us to:
- send annual invoices for rental and other related charges
- communicate with you by email, telephone and post
What
happens if this information is not provided
We
require this information in order to check your suitability to become
a tenant or become a member of the society. If this information is
not provided in full then your application cannot proceed.
Keeping
your personal information up to date
If
any of your personal information should change, such as your contact
details or address, you should inform us as soon as possible so that
we can keep our records up to date.
How
we use special category or sensitive data as specified by the GDPR
We
do not request or hold data or information within this category.
Data
sharing
The
names and addresses of all plot holders may be submitted to
Wingerworth Parish Council if such information is requested. Other
than this one exception the Association will not sell or share data
with any other party without the written consent of the member(s)
concerned.
Data
security
Data
is only accessible to those who need to use it to undertake the
Societies activities.
We
have in place appropriate security measures to prevent your personal
information from being accidentally lost, used or accessed in an
unauthorised way, altered or disclosed.
Members’
information is held securely in an electronic database. Appropriate
tools such as firewalls are in place and antivirus software is kept
up to date.
Information
held on paper (hard copies) is kept safely and to a minimum with
access limited to those who need to use it.
We
have in place procedures to deal with any suspected data security
breach and will notify you and the Information Commissioner’s
Office of a suspected breach where we are legally required to do so.
Data
retention
We
only hold data as long as we reasonably need it. We will retain your
personal information for as long as you are a member or tenant of
Wingerworth Cooperative Allotment Society Ltd.
Historical
records and other non-essential and time expired information will be
routinely deleted and destroyed 3 years after you ceased to be a
member of the Society.
For
applicants who withdraw from our waiting list your information will
be deleted immediately from our records.
Rights
of access, correction, erasure and restriction
- The GDPR specifies your rights in connection with personal information. Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact: The XXXXXXXXXXX (needs filling in)
Data
protection issues
If
you have any questions about this privacy notice or how we handle
your personal information, please contact Wingerworth Cooperative
Allotment Society Ltd, Watson Lane, Wingerworth, Chesterfield. You
have the right to make a complaint at any time to the Information
Commissioner's Office (ICO), the UK supervisory authority for data
protection issues.