Privacy Policy | Romsey Allotments

Romsey Town and District Gardening Society

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).

Our contact details

Name: The Secretary

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

E-mail: secretary.romseytown.allotments@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.

• CCTV images

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. Images are collected by cameras that are used from time to time around the allotment site.

We will use your personal data for the following purposes:

• Maintain and administer the allotments 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. repairs, 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;

• Prevention and detection of crime such as theft, vandalism and antisocial behaviour.

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

by contacting secretary.romseytown.allotments@gmail.com

• We have a contractual obligation.

• We have a legal obligation.

• We have a vital interest.

• We need it to perform a public task.

• We have a legitimate interest

• Prevention or detection of crime.

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.

CCTV images may be shared with

• The police and other law enforcement agencies, where the images recorded could assist in the prevention or detection of a crime or the identification and prosecution of an offender or the identification of a victim or witness.

• Relevant legal representatives.

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.

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

CCTV images being kept for 31 days unless needed to be retained longer for evidential purposes.

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 request us not to keep 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 secretary.romseytown.allotments@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:

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 2025