Member data is kept by the Allotment Data Controller (Allotment Secretary).
How your data is collected
1. New members provide us with a completed contract (paper version).
2. Details from this are then put onto our Allotment Database. Each member has the following information stored:-
Name
Plot Number
Address
Phone Number
Email Address
Main Gate Key Number
Any alternative plot holder name
3. The information is stored on the Secretary’s PC which is secured with a logon name & password. The actual database file is also password secured. The data is regularly backed up on the iCloud
4. The Database is updated once/twice a month with any new or deleted members
How your data is used
Writing to plot holders every year for renewal of plots and associated fees
Contacting plot holders via e.mail for general allotment news and important updates
For the production of a plot holder list for conducting monthly plot inspections
Writing to plot holders if there is a problem with their plot that needs attending to
The database is shared with the Allotment Chairman and Allotment Treasurer on a request basis. Both use the information to contact individual plot holders. The Treasurer uses the information to submit plot holder details to the Parish Council for the yearly grant application and to the NSALG for our annual subscription renewals. The treasurer may also use the information in relation to further grant applications with other local organisations. Both hold the database on personal home PCs with password protection.
No information is passed on to any 3rd party marketing organisations
How long your data is held for
Information on the allotment database and other lists produced from the database is held for as long as the member is a plot holder with current fees paid.
Once a plot holder resigns or is terminated by us, their personal data will be stored for the remainder of that calendar year. All old copies of the database are deleted at the end of the calendar year. Names will also be removed from all associated lists.
Any private letters written to individual plot holders concerning their plots will be stored on the secretary’s PC until the issue is resolved.
Paper contracts signed by all of the members are stored in the Secretary’s home
Your rights
You can ask to see your personal member details at any time and/or change any information we hold about you. Contact the Allotment Secretary via winshillallotments@outlook.com or by phoning the Secretary’s number which is posted on the allotment notice board.
