GENERAL DATA PROTECTION REGULATIONS – 25TH MAY 2018
The General Data Protection Regulation (GDPR) came into force on 25th May 2018. The Regulation requires us to provide you with the information given in our Privacy Statement. This includes how we use your data, how you can control the way in which we use your data, and what actions you can take if you wish to change the way your data is used.
How we gather information
Data is entered on to our Excel database when you agree to join the Ropley Horticultural Society. The data held is limited to your full name, address, telephone number (landline or mobile) and email address. A record is also kept by the Treasurer of your annual membership subscription.
What we do with your data
The data held is only used by Ropley Horticultural Society to send you relevant information about our activities through the year. We may also communicate with individual members on matters relevant to their membership.
Protecting your data
Your data is kept secure on an Excel database with appropriate security measures in place. Any paper copies of the record are stored in a locked filing cabinet. We will not share your data with any third party unless required to do so by law.
How long do we keep your data.
We keep your data only as long as you remain a Member of the Ropley Horticultural Society and for a period of 12 months thereafter pending renewal or until you formally request that we remove your data from our database.
The law requires us to tell you the legal basis upon which we process your data. We are allowed to process your data if it is in our legitimate interest to do so. We may only do so if we can demonstrate a business need, and so long as your “interests or your fundamental rights and freedoms are not overridden”. In essence we check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in the Privacy Notice.
You have a variety of rights about the way in which we process your data:
- Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
- You may request to see a copy of the data that we hold about you.
- You may ask us to cease sending you information.
- You may change or stop the way in which we communicate with you or process data about you and, if it is not required for the purpose you provided it, then we will do so for you.
- If you are not satisfied with the way we have processed your data, then you can complain to the Office of the Information Commissioner.
If you have any questions about the privacy statement, about the way in which we process your data, or if you wish us to change the way we use your data, then please contact Jill Shakespeare, Chairman of The Ropley Horticultural Society, on 01962 772425 or via e-mail at firstname.lastname@example.org