These days, we’re all aware of the importance of keeping our personal data safe and secure. When you subscribe to membership with Kidderminster 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”).
KIDDERMINSTER 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 Membership Secretary.
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 PURPOSES
maintain records for an individual’s subscription to Kidderminster 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.
SHARING YOUR PERSONAL DATA
Your personal data will be treated as strictly confidential and will only be shared with the following KHS committee members;
Show Secretary – for the purpose of validation of membership for show entries
Social Secretary – for the purpose of (1) validation of membership for social events (coach & day trips) (2) distribution of newsletters and society publications
Treasurer – for the purpose of (1) generating labels for attachment to publications to enable delivery of the publication to the subscribed individual. (2) issue of newsletters via email and monthly update emails to the subscribed individual.
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 Secretary), 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.
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 Secretary in writing at; Mr Brian Bytheway, 169 Sutton Park Road, Kidderminster, DY11 6LF
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, Cheshire. SK9 5AF.