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Privacy Notice

This privacy notice is version 1.0 and was last updated May 23rd 2018.

The committee members of Parkhill Allotments and Gardens Society respect your privacy and want you to understand how we collect, use, and share data about you. This Privacy Notice covers our data collection practices and describes your rights to access, correct, or restrict our use of your personal data under the EU General Data Protection Regulation (GDPR) which becomes law on May 25, 2018.

This notice has the following sections:

What Information Do We Collect?

We collect information from:

Prospective society members are awaiting plots to become available to rent. They are kept on a waiting list. Data collected are:

Society members are renting a plot or plots. Data collected are:

From time to time some records are kept on some members relating to plot inspections.

These consist of:

When members leave the society we also record:

Non-member co-plotholders are invited to share their email address with the society committee in order to receive notices of society news and events.

Who Is Collecting Your Information?

The data points above are typically collected by the lettings secretary, secretary or treasurer i.e. members of the elected Parkhill Allotments and Gardens Society committee.

Data is collected:

How Is Your Information Collected?

Prospective members’ information is collected by email, phone or in person in a transaction typically initiated by the prospective member.

Members’ information is collected in person, on-site, by filling out and signing the tenancy agreement for a plot or plots.

Non-member co-plotholders are invited to share their email address with the society committee in order to receive notices of society news and events.

How Is Your Information Used & What Is the Lawful Basis?

We use your information in the following ways:

We process your information for the purposes set out above on the following grounds: given our legitimate interest in providing allotment membership, operating and improving the society and being as efficient as we can about complying with legal duties, obligations and regulations that apply to us, keeping our records up to date and where it is necessary for the adequate performance of contracts with you.

We process your information for the purposes set out above on the following grounds: your consent to do so where you choose to allow the society to share your name and plot number with the Sandilands Club for the purpose of identification when on club premises and club security.

Who Do We Share Your Information With?

Within the society committee your information is only shared when necessary for the running of the society and provision of services described above in section ‘How Is Your Information Used’. Typically, records are held by and shared between the secretary, lettings secretary and treasurer.

Outside the society committee members only plot-holder names and plot numbers are shared with the Sandilands Club. Sandilands Club provides society members with private bar, shower, changing and function room / hall hiring facilities. The purpose of the data shared is to allow the Sandilands Club management to identify users of their facilities as members.

The address of the registered office is shared with the Financial Conduct Authority (FCA).

The name of the secretary and other committee members is shared with the FCA.

Regulatory reports are filed with the FCA.

Your Rights

You have certain rights under the law and under this notice to request access to your information, to request us to update it, delete it or restrict the way it is used. You also have a right to complain.

Access & Update

To request access or updates to your information please email the secretary on secretary.parkhill@gmail.com.

Deletion

Prospective member information is deleted routinely:

Member information is deleted routinely:

You can request the deletion of your data. Please email the secretary on secretary.parkhill@gmail.com. Note that doing so will prevent the society from offering you allotment membership.

Some member data cannot be deleted as the society is legally obliged, under the rules of the society registered with the FCA, to hold a permanent register of members. This register comprises:

The rules are available online at http://www.parkhill-allotments.org.uk/.

Restriction

You can request restrictions be applied to the use of your data. For example, you may withdraw consent for the society to share your name and plot number with the Sandilands Club. Please email the secretary on secretary.parkhill@gmail.com.

Complaint

You have the right to lodge a complaint with the Information Commissioner’s Office (go to https://ico.org.uk/).

Other Matters

When we make a material change to this notice, we will notify members by email or by post (where email address has not been provided) and on the on-site noticeboard. Changes become effective the day they are posted.

Please contact us via email (secretary.parkhill@gmail.com) with any questions, concerns, or disputes.

For the purposes of GDPR the data controller is Parkhill Allotments and Gardens Society; company number: IP21710R; registered office: 22 Beech House Road, Croydon, CRO 1JP.

The rules of the society and conditions of tenancy for members are available online at http://www.parkhill-allotments.org.uk/.