1. WE ARE COMMITTED TO PROTECTING AND RESPECTING YOUR PRIVACY.
- REGISTERING WITH THE INFORMATION COMMISSIONER
Since our Allotment Association processes only information which is relevant to managing our allotment sites and the affairs of our Association we do not need to register with the Information Commissioner. However, we must still obey the current legal requirements in the processing we do.
- WHAT ESTABLISHES OUR DATA PROTECTION OBLIGATIONS TO YOU?
Whipton Lane Allotment Association (WLAA) is required to process your personal data in accordance with the law. The Data Protection Act 1998 (DPA) implements the EU Data Protection Directive 1995 (EU Directive 95/46/EC).
- WHAT PERSONAL DATA DO WE COLLECT AND PROCESS ABOUT YOU?
In order to manage the allotment association, we will process personal data about you, such as your full name, postal address, e-mail address, and landline and/or mobile phone numbers. If relevant, we may also collect and hold data such as details about your plot rentals, and other information that helps us to provide you with a better service that is capable of being tailored to specific requirements or particular needs.
- HOW DO WE COLLECT THIS PERSONAL DATA?
5.1 INFORMATION THAT YOU GIVE TO US
This is the personal data that you provide to us, for example by filling in forms on our website (www.whiptonlaneallotments.org.uk) or by corresponding with us by phone, e-mail, post, social media or otherwise. This personal data would relate to applications for a plot, annual renewals or any other communications relating to you and the association.
5.2 INFORMATION WE COLLECT WHEN VISITING OUR WEBSITE
We monitor website behaviour through Google Analytics. We collect information about how each visitor uses our site. These are then used to compile reports and to help us improve our site. information is collected in an anonymous form, including: the number of visitors to the site, where visitors have come to the site from, the pages visited. WLAA wants to provide you with the best possible service. We are always looking for ways to improve. This includes improving our website so that it provides the information that you need, on a regularly updated basis and in an easily accessible way.
- COOKIES ON OUR WEBSITE
Information that we may collect from your visit includes your device’s Internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), services you viewed or searched for, page response times, and length of visits to certain pages. If you prefer, you can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies via your browser settings. Like most websites, if you turn your cookies off, some of our services may not function properly.
- FOR WHAT PURPOSES DO WE COLLECT AND USE YOUR PERSONAL DATA?
7.1 OUR GENERAL POLICY
To meet GDPR requirements the association will:
7.1.1 Only collect information needed for the business of the Association. We will ask the question: “Does the Association really need to keep this item of information on file?”
7.1.2 Keep it secure – The Association will not allow access to each other’s personal data.
For example: e-mails to all plotholders will use blind copies, so that individuals cannot see everyone else’s e-mail address.
7.1.3 Committee members are entitled to access all information held by WLAA or its officers acting for the WLAA, but they will not be asking for personal data unless they need it to discharge their duty as a committee member.
7.1.4 Ensure it is relevant and up to date – Plotholders will be asked to confirm or correct the information WLAA holds about them when they pay their rent . A review may be conducted if felt necessary by the General Committee.
7.1.5 Only hold as much as needed, and only for as long as needed, e.g. There are good reasons for holding ex-plot holders’ details for a time in case of further contact. Records will not include member’s age or date of birth.
7.1.6 Allow the subject of the information to see it on request – This is a legal right, and members will be allowed to inspect the data held about them.
7.2 WE PROCESS THE PERSONAL DATA HELD ABOUT YOU IN THE FOLLOWING WAYS:
– To manage your application for rental of a plot
– For administrative purposes in maintaining the role of the association
– To notify you of events that the association is organising
– To send periodic emails, the email address you provide may be used to send you information and updates
– To enable compliance with statutory and legal obligations
– To administer and improve our website and other communications with you
– To respond to any complaint that you might make
– To contact you in an emergency
– To answer general enquiries that you may make
– To maintain the history of the allotment association officials
7.3 WE WILL NOT PROCESS YOUR PERSONAL DATA:
– To conduct market research
– To pass it to a third party for that party’s or any other party’s purposes
– To sell it to a third party
7.4 WHEN DO WE DISCLOSE PERSONAL DATA?
– To fulfil any legal obligation with regards to the lease with Exeter City Council
– The National Allotment Society – For insurance purposes
– Analytics providers that assist us with improvement of our website
– And as might be required by law, including compliance with any court order or legal obligation
When entering into any agreements that involve the sharing or disclosure of personal data, WLAA requires that these third parties comply with our data protection and information security policies or have substantially similar policies of their own in place.
- WHAT ARE YOUR RIGHTS?
The GDPR provides you with a number of rights in relation to your personal data. These include rights to the rectification or erasure of your personal data, and to restrict or object to its processing.
If you find that any of the personal data that we hold about you is inaccurate, incomplete or contains errors, please notify us in writing and we shall undertake to make the appropriate corrections at the earliest opportunity.
Should you wish to have some or all of your personal data erased, we will endeavour to do so although there may be instances where legitimate interests or the performance of our statutory obligations prevent us from doing so. The erasure of your personal data could result in an inability to provide you with some or all of our services.
If at any time you would like to unsubscribe from receiving future emails from us, e.g important news relating to the association or allotment site, advance notice of the annual AGM, you may contact us via our Contact Us webpage.
8.4 RESTRICTION OR OBJECTION
If you wish to object to or restrict how your personal data is processed by us, you can do so by writing to us. You may contact us via our Contact Us webpage. Please be aware that such requests could result in an inability to provide you with some or all of our services.
You may request that WLAA provide the personal data that we hold about you to another data controller in a structured, commonly used and machine-readable format.
You may request to be told whether or not personal data about you is being processed by WLAA.
If your personal data is being processed, you are entitled to receive a response from us that provides you with a description of that personal data, the purpose for which it is processed, the recipients or category of recipients to whom that data is disclosed (including any recipients located outside the EEA), the source of the personal data, and information about its retention and storage. A copy of the personal data that is undergoing processing shall be provided to you. To make such requests, you can email us at firstname.lastname@example.org or write to us using the details from our Contact Us webpage.
- CONTACTING US
Your questions, comments or requests relating to our processing of your personal data or this policy are welcome, and you may contact us via our Contact Us webpage. This webpage provides a number of contact details relating to our different interests. Alternatively, you may contact us in relation to data protection matters by emailing us at: Email: email@example.com
Version Last Updated On 25 May 2018.