GDPR and Privacy Statement

On May 25th 2018 the General Data Protection Requirement (GDPR) came into force replacing the previous Data Protection Act. Requirements include that members of all organisations need to be made aware of the information held about them, and the uses to which that data are put.

The Allotment Association holds some (or all) of the following data about each of its members:

  1. Name
  2. Plot number
  3. Postal address
  4. Landline phone number and/or mobile phone number
  5. Email address
  • These data is physically and electronically securely stored by the Membership Secretary acting as GDPR Data Controller and available only to serving Committee members.
  • The Association itself uses this information to contact you to inform you of its activities over the year including administration of rents and general meetings.
  • The Association does not have dealings with third parties where basic personal information (name. address, preferred form of contact) is required to be passed to them (such as seed suppliers, Local Government or other allotment organisations). The exception to this is providing the National Allotment Society with your email address in order that you can access their electionic periodic magazine and provide personal liability insurance
  • Your data will not be passed on to any other third party without your prior permission.
  • Personal data for Committee members may need to be shared in exceptional circumstances with some third parties e.g. Cantley Limited as landlords of the site.
  • All personal data will be deleted as and when you leave the Association. However, we will retain your name, plot number as part of our historical records.

How can you ask for data to be removed, limited or corrected?

  • Each member is entitled to see their own entry.
  • You could maintain your Association membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address.
  • You may choose not to receive information emails from us, but you would need to check for written information (e.g. AGM dates) on the site noticeboards.
  • Any of these options can be implemented by contacting the Secretary.

Our legal basis on which we hold your personal data

  • GDPR data protection law has six possible basis on which to hold personal data, including Obtaining Consent, and as Legitimate Interests.
  • Like other membership organisations we hold your personal data on the basis of ‘Legitimate Interests’.
  • This is defined as meaning in ways one would reasonably expect … and which have a minimal privacy impact, or where there is a compelling justification for the processing such as being able to communicate with our members we cannot rent plots to members with whom we have no way to communicate