Privacy Policy 

These days, we’re all aware of the importance of keeping our personal data safe and secure. When you subscribe to membership with Sanderstead Horticultural Society you share some of your personal data with us to enable us to use the data to fulfil our contract with you, which includes issuing membership cards and society publications throughout the designated subscription period.

Your data is stored for the single purpose of administering your membership throughout the subscription period only. No data is shared with any third-party companies.

YOUR PERSONAL DATA -

This relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

 SANDERSTEAD HORTICULTURAL SOCIETY is the “Data Controller”. This means it decides how your personal data is processed and for what purposes. The “Data Processor” is the Treasurer.

PROCESSING OF DATA

The Data Controller and Data Processor complies with its obligations under the “GDPR” by;

  • ·      keeping personal data up to date

  • ·      storing and destroying your data securely as required

  • ·      not collecting or retaining excessive amounts of data

·      protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

WE USE YOUR PERSONAL DATA FOR THE FOLLOWING PURPOSE

  • maintain records to allow the collection of subscriptions to Sanderstead Horticultural Society

  • to allow us to communicate with you in regard to issuing a newsletter and any other publication which we produce during your subscription period

  • verify your membership status for member only offers and events

WHAT IS THE LEGAL BASIS FOR PROCESSING YOUR DATA?

  • to fulfil our contractual obligation to issue an individual a membership card and provide publications issued by the society during the subscription period.

Your personal data will be treated as strictly confidential and will only be shared with the following SHS committee members;

  • Chair – for duties within the role, i.e. raising queries, communicating with society members to send thanks, congratulations or commiserations

  • Email Distribution Officer – to enable newsletters and other notices to be emailed out to members

  • Membership Secretary – collection of subscriptions, distribution of newsletters and society publications via Road Stewards, generating labels for attachment to publications to enable delivery of the publication to subscribed individuals.

  • Social Secretary – for the purpose of validation of membership for social events (coach & day trips)

  • Show Secretary – for the purpose of validation of membership for show entries and for the delivery of awards.

  • Treasurer – for the purpose of maintaining the society’s membership database and monitoring the payment of subscriptions. 

 Please note the Chair, Social, Show and Email officers do not have access to the data but have to ask the Data Processor for such information

Your personal data will not be shared with any other entity, whether it is an individual or business, either directly or indirectly.

If you demand that your data is shared with a third party, the society would require your request in writing (addressed to the Society Treasurer), clearly stating your consent, plus the details of the third party to whom you wish us to disclose the information to. Verbal requests will not be accepted. 

YOUR RIGHTS

You have the right to request

·       a copy of your personal data, which the data controller holds about you.

·       that the data controller corrects any personal data if it is found to be inaccurate or out of date

·       your personal data is erased where it is no longer necessary for the Data Controller to retain such data after your subscription period has elapsed

·       the right to withdraw your consent to the processing at any time

PROCESSING OF YOUR DATA

If we wish to use your personal data for a new purpose, not covered by this notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. 

QUERIES & COMPLAINTS

To exercise all relevant rights, queries or complaints, please initially contact the Society Treasurer in writing at; 15 Endsleigh Close, Selsdon, South Croydon, CR2 8RT.

If you feel your query or complaint has not been handled correctly or disagree with the decision regarding your data; please write to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF.

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