Romsey Town and District Gardening Society

Privacy Policy

 

The following information provides details on how Romsey Town and District Gardening Society Ltd (“RTDGS”) may collect, use and, where appropriate, share personal information for the administration and management of our allotments in accordance with the General Data Protection Regulations (GDPR).

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Our contact details

 

Name:         The Secretary

 

Address:         Romsey Town and District Gardening Society Ltd, Stourbridge Grove, Cambridge, CB1 3HZ

 

E-mail:         romseytown.allotment.secretary@gmail.com

 

 

The type of personal information we collect

 

We currently collect and process the following information:

        • Names

        • Addresses

        • Email Addresses

        • Phone Numbers

        • Commencement date of the tenancy

        • Plot Rental Details

        • Bank Account details if we make a payment to you. We do not keep details of the bank account plot rent is paid to us from

        • For committee members – month and year of birth, senior positions held in other organisations.

 

 

How we get the personal information and why we have it

 

We collect personal information by email and through face to face contact with you, or on occasion an agreed representative nominated by you.

 

We will use your personal data for the following purposes:

           Maintain and administer allotment systems;

        • Maintain our accounts and financial records, including return to the Financial Conduct Authority, process relevant financial                      transactions, and follow up outstanding plot rental payments;

        • Identify you when you contact us and when we contact you;

        • Contact you in the event of problem with your tenancy/plot or notify you of changes to your plot or agreement e.g: maintenance;

        • Send out allotment’s communications;

        • Investigate and respond to issues related to the RTDGS allotment sites;

        • Investigate complaints, such as property damages, anti social behaviour or other concerns;

        • Monitor complaints, comments and other feedback;

 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

        • Your consent. You are able to remove your consent at any time. You can do this by 

           contacting romseytown.allotment.secretary@gmail.com 

        • We have a contractual obligation.V1 09/24

        • We have a legal obligation.

        • We have a vital interest.

        • We need it to perform a public task.

        • We have a legitimate interest.

 

 

Who do we share information with?

 

The membership fee paid each year enrols members into the National Society of Allotment and Leisure Gardeners (NASLG). The NASLG provides benefits such as cheaper seeds from King's Seeds (our annual seed order) and access to legal advice. Members’ names, addresses and telephone numbers are shared with the NASLG but with no-one else. The NSALG privacy policy can be found at: https://thenas.org.uk/privacy

 

Information about Committee Members are shared with our insurance broker, insurers and the Financial Conduct Authority.

 

 

How we store your personal information

 

Your information is securely stored. We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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For plot holders this is 12 months after a tenancy ends.

 

 

Your data protection rights

 

Under data protection law, you have rights including:

        • Your right of access – You have the right to ask us for copies of your personal information.

        • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the                right to ask us to complete information you think is incomplete.

        • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

        • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain            circumstances.

        • Your right to object to processing – You have the right to object to the processing of your personal information in certain                          circumstances.

        • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another                          organisation, or to you, in certain circumstances.

        • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

 

Please contact us at romseytown.allotment.secretary@gmail.com if you wish to make a request.

 

 

How to complain

 

If you have any concerns about our use of your personal information, you can make a complaint to

us at the above email address.

 

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

 

The Information Commissioner is the UK’s independent body set up to uphold information rights.

 

The ICO’s address:

 

    The Information Commissioner’s Office

    Wycliffe House

    Water Lane

    Wilmslow

    Cheshire

    SK9 5AF

 

Helpline number:       0303 123 1113

 

ICO website:        https://www.ico.org.uk

 

 

 

Issued Date September 2024