Your Personal Data

The Sir John Stirling Maxwell Allotment Gardens will be what is known as the ‘Data Controller’ of your personal data processed in relation to your memberhip. This privacy notice explains how the Sir John Stirling Maxwell Allotment Gardens will process your personal data.

What we collect and why we need it

When you register your interest in a plot, we collect your name and contact details, along with any other information you choose to declare on your application form.

We collect this information via paper application forms, via our online webform, and via ad hoc emails or mailed-in letters.

If you accept an offer of a plot, we collect information about the date on which you began renting your plot and begin a record of any amounts paid throughout your membership. We may also record any disciplinary communications, or letters regarding the upkeep of your plot.

The Sir John Stirling Maxwell Allotment Gardens needs to process this data to enter into a membership contract with you, and to meet our obligations with respect to allotment upkeep and enacting the rules of your tenancy.

Legal basis for processing your data

All organisations in the UK must have a legal basis for processing all personal data.

The data we collect is processed either as part of our membership contract with an individual, or in pursuit of a legitimate interest during and after the end of the membership.

What we do with it and who we share it with

Paper copies of your information will be held in a locked filing cabinet, and copied to a backup, password-protected electronic version. Your information will be accessible by the Secretary and Treasurer in the first instance, and relevant elements of information may be shared internally with the other office bearers or wider committee as relevant; for example, the length of your allotment membership or any history of disciplinary letters may be discussed during committee meetings.

The Sir John Stirling Maxwell Allotment Gardens will not transfer your data to countries outside the European Economic Area.

Data Sharing with Third Parties

The Sir John Stirling Maxwell Allotment Gardens will not share your personal data with third parties (except where it finds itself under any legal obligation to do so).

How long do we keep it for?

We will hold your personal data for the duration of your membership plus 6 months following your resignation from the allotments. This extra time will allow us to contact you in relation to matters such as personal property found on your plot, or to facilitate the exchange of monies outstanding (e.g. selling on your shed to the next tenant).

What are your rights?

As a data subject, you have a number of rights*. You can:

1. access and obtain a copy of your data on request;
2. require the Sir John Stirling Maxwell Allotment Gardens to change incorrect or incomplete data;
3. require the Sir John Stirling Maxwell Allotment Gardens to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing*; and
4. object to the processing of your data where the Sir John Stirling Maxwell Allotment Gardens is relying on our legitimate interests as the legal ground for processing.

If you wish to exercise any of these rights, please contact Secretary@sjsmallotments.co.uk.

*Please note that the ability to exercise these rights may vary and depend on the legal basis on which the processing is being carried out.

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact the Secretary, who will investigate the matter.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/