Legal


Baldock Allotment and Leisure Gardeners’ Association

DATA PROTECTION   –  PRIVACY NOTICE

  1. Introduction
  • This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
  • Full details of our data protection policy can be found on our website:

balga-online.co.uk/

  • Any queries about our policy or this Privacy Notice should be addressed by email to: Database@balga-online.co.uk.
  • The core functions of BALGA are:
  1. To manage allotment sites in Baldock as an alternative provider to the North Herts District Council on a voluntary, ‘not-for-profit’ basis.
  2. To provide a range of services for members to support their leisure gardening/allotment activities.
    • We collect personal data only in order to fulfil BALGA’s core functions.

 

  1. What lawful basis do we have for keeping information about you?
  • CONSENT: We hold and process personal information with your consent. We seek your consent to use your personal data in connection with fulfilling BALGA’s core functions.
  • CONTRACT. Processing personal data is necessary in order to establish and maintain legal contracts in the form of tenancy agreements with members who rent allotment plots from BALGA.
  • LEGITIMATE INTEREST. It is necessary for us to process personal information in order to carry out activities in fulfilment of our core functions:
  • Undertake essential administration in connection with membership applications and renewals and proof of membership.
  • Serve the interests of members of BALGA by communicating information about BALGA services, events and news via post; telephone and email
  • To provide evidence of BALGA membership to an insurance provider to enable protective cover in the interests of members.
  • To provide evidence of membership to enable the BALGA shop to function in the best interest of members.
  • To provide evidence for any concessionary adjustment to contract fees.
  • To prepare and issue invoices and other essential paperwork as part of BALGA’s remit for managing tenancies for allotment plots.
  1. In what ways do we store your personal information?
  • Personal and transactional data are held electronically in the BALGA database.
  • Email addresses are held in a computer email management programme.
  • The website balga-online.co.uk will store details of any transactions made via the site.
  • The website will optionally collect tracking data to assist in monitoring and improving the site. See Cookie Policy (https://balga-online.co.uk/cookie-policy/)
  • Paper copies of
  • signed tenancy agreements
  • signed consent forms
  • a list of members for use in the BALGA shop.
  1. What information do we collect and process?
  • Contact Information: Where you live and how to contact you (Postal address; Telephone; Mobile; Email.)
  • Membership status: Whether you are registered as any of the following:
  • an associate member
  • a co-worker
  • a worker on a specific plot
  • a plot holder
  • member of the committee
  • shop volunteer
  • Facebook member.
  • Other personal information: Entitlement to concession (by age and / or other reason).
  • Any other information that you want us to know about in connection with a tenancy (e.g. a disability or period of incapacity due to illness or accident etc.).
  • Financial: Details about:
  • Payments to us for plot rental.
  • Deposit paid on starting a plot.
  • Payment of Membership fee(s).
  • Copies of invoices issued.
  • Copies of letters relating to rents and / or membership payments.
  • Contractual:
  • Copies of Tenancy Agreements.
  • Administration:
  • Copies of letters, Emails and invoices.
  • Recording tenancy starts.
  • Recording tenancy finishes and reasons.
  • Recording membership starts.
  • Recording membership finishes and reasons.
  1. When do we collect your personal data?

We will either collect or amend your personal data when:

  • you first complete an application form for membership or when you ask to be added to the waiting list for a plot.
  • you sign a tenancy agreement with BALGA.
  • you register as a co-worker on an allotment.
  • you contact us by email or via the website or social media pages.
  • we use cookies on our website to provide functionality. For more information, please see our Cookies policy (http://balga-online.co.uk/cookie-policy/) which includes information on how to control or opt out of these cookies and tracking technologies.
  • you renew annual membership or your tenancy.
  • you decide to relinquish membership, tenancy or co-working.
  • we exchange communication about any issues relating to a tenancy or membership.
  • you notify BALGA about a change in address or other circumstances.

We obtain our data only from you and your ongoing interaction with BALGA. We do not obtain and record information about you from other sources.

  1. Processing your data

To meet requirements of data protection legislation, we will:

  • Only hold data about you that is relevant to the efficient management of BALGA and the achievement of its aims and core functions.
  • Keep your information secure with electronic records held in an industry standard database which only allows password access to authorised users.
  • Endeavour to keep your records accurate and up to date. We will record any changes of contact details or personal circumstances that you make us aware of.
  • Recognise your legal right to see the information we have about you and to have any errors or omissions corrected.
  • Respect your right to place a restriction on the use of your personal data and accommodate such requests as are compatible with the legitimate interests of BALGA.
  • Keep your records active for as long as you remain a member of BALGA. When you leave BALGA we will keep your membership records archived on our database for a further year to respond to any questions or complaints. After one year, data that identifies you will be permanently deleted or anonymised. If you are a tenant member of BALGA and give up your tenancy, a paper copy of your tenancy agreement will be kept for a further six years and then shredded.
  • Not allow members access to each other’s personal data. Committee members access your personal information only when is strictly necessary in order to discharge their duty as a committee member.
  • Use your data anonymously to calculate overall statistics to reflect the work of BALGA as an organisation (for example giving the number of plots vacant; number of new tenancies in the year, number of members etc.).
  1. Sharing with third parties
  • We share personal information with third parties that help us operate, provide and improve our Services. Your information may be shared as follows:
  • The National Society of Allotment and Leisure Gardeners at the time of annual renewal of BALGA’s membership. This enables members to access services provided by the NSALG.
  • The BALGA insurance company should they request the names and contact details of members in the event of an insurance claim.
  • With a third party mailing list website such as Mailchimp for the purposes of sending bulk emails to members.
  • If BALGA is legally required to do so by North Herts District Council or legitimate Law Enforcement Agency.
  • If we need to respond to an emergency which we believe, in good faith, requires us to disclose information to assist in preventing the death or serious bodily injury of any person.
  • In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our services, (d) protect Balga, our members or the public from harm or illegal activities.
  • With other third parties if members have given clear and informed consent to the sharing of their information.

Please note:

  • Third Party Service Providers: We use third-party service providers for website hosting, maintenance and backup storage which may require them to access or use information about you if you use our website. If a service provider needs to access information about you to perform services on our behalf, they do so under instruction from us, including abiding by policies and procedures designed to protect your information.
  • Links to Third-Party Sites: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. Your use of and any information you submit to any of those third-party sites is governed by their privacy policies, not BALGA’s Data Protection Policy.
  • Third-Party Widgets: Some of our website services contain widgets and social media features, such as the Twitter “tweet” button. These widgets and features collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are hosted by a third party. Your interactions with these features are governed by the privacy policy of the company providing it.
  1. If you are not satisfied

If you feel that we have not handled your data correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data then please address your concerns to:

BALGA Data Manager (database@balga-online.co.uk) or

BALGA General Secretary (gensec@balga-online.co.uk)

Alternatively you have the right to lodge a complaint with the Information Commissioner’s Office. They can be contacted by:

Telephone: 0303 123 1113 or

Online : https://ico.org.uk/make-a-complaint/

 

BALGA Data Protection Policy rev 2-1

 

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