Data Protection Policy
Mindful of recent changes in legislation, including the GDPR (European Data Protection Regulation) that comes into effect on 25th May 2018, Ashby Allotment Society’s Data Protection Policy is outlined below.
The Committee and Officers of Ashby Allotments will ensure that all data protection legislation is adhered to and will protect securely any data that it collects.
The data that Ashby Allotments collects, stores and processes is limited to the contact details of members, prospective members (on waiting lists) and former members who have recently relinquished their allotments.
Contact details include names, postal and email addresses, telephone numbers including landlines and mobile
These data are stored by any committee member, or person acting on their behalf, who may require access to members personal data where there is a need to contact members and /or identify them. In particular, but not necessarily exclusively, it is anticipated that this will be required for the following functions:-
· Administration of members information
· Administration of meetings including AGM
· Sending newsletters
· Plot Allocation
· Invoicing and collection of fees / rents
· Emergency contact(e.g. relating to vandalism incidents)
· Request help (e.g. volunteers for project work)
· Respond to members making requests (e.g. items to be purchased)
· Advise on shop opening times and items available to purchase
· Plot inspections and any follow notification required
Data may be shared with the NAS (also known as NSALG Ltd) the National Allotment Society. As part of our membership of that body we are required under the terms of our subscription to share certain data. NSALG has robust data protection and has assured its members that the data on our members will not be shared with other organisations.
Ashby Allotments members' data will not be shared with other individuals or organisations.
Data on former members, who have relinquished allotments or been evicted will be stored for a reasonable time in case they need to be contacted about their former plot.
Individual members are welcome to ask for details of any of their own personal data that the Society holds on them, by contacting the Plot allocation officer who is data protection officer
Members are advised to inform the data protection officer if their personal details change e.g. name, address, phone number; so that records remain updated and members can be informed of Society news and business.
Policy approved by the committee – XXXX 2019