Faversham Horticultural Society Privacy Policy

Our contact details

Name: Faversham Horticultural Society

Address: Judith Foulkes Phone Number: 07710521462

E-mail: chair@favershamhorticulturalsociety.org

Website: www. favershamhorticulturalsociety.org

Policy completed: 3 January 2023

The type of personal information we collect

We currently collect and process the following information:

Basic personal data, such as name and contact details (address, e-mail address , telephone number)
Information to provide our services, such as: whether your membership fees have been paid; attendance at activities; your consents for mailing preferences

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

To make an enquiry (in person, via our website, by e-mail, or by post)
To request information on our shows, talks and activities
To complete a membership application
To register your attendance at an event or activity
To enter a show
To join a newsletter and/ or events and activities mailing list

We use the information that you have given us in order to:

Respond to your enquiry or request for information
Process your membership application and administer your membership
Process your show entry, communicate with you about the show and in the judging process
Send out e-mails and attachments regarding the newsletter and/ or events and activities
Record attendance and fee payment at our events and activities

We may share this information with partner organisations with whom we jointly-run events or activities you have expressed an interest in, solely for the purpose of marketing and running the event or activity.
We will not otherwise share this information with third parties without your explicit consent.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

We have a legitimate interest (enquiries, membership, attendance)
We have a contractual obligation (ticket sales, show entry for a fee, membership services for a fee)
Your consent* (newsletter, events and activities mailing list)
* You are able to remove your consent at any time. You can do this by contacting chair@favershamhorticulturalsociety.org

How we store your personal information

Your information is stored and processed securely:
Electronic personal data is protected using a password-protected computer with up-to-date software to defend against malware and viruses.
Personal data is not stored on a USB, except temporarily for the express purpose of transferring to a secure computer and immediately deleting the USB copy.
Hard-copy personal data is filed securely and destroyed once transferred to an electronic copy.
Personal data is only held and processed by those authorised to do so and for purposes backed by a lawful basis.
Personal data will not be shared with any third parties without prior consent, unless disclosure is required by law.
We retain your personal information as follows:
- We keep contact details regarding enquiries for up to 12 months.
- We keep contact and membership details of members for the duration of membership, plus one month, where we are informed that a membership is not to be renewed.
- We keep contact and membership details of members for the duration of membership, plus three months, where we are not informed whether you wish to renew your membership (you may be contacted regarding membership fees due and your intentions over this period).
- We keep personalised attendance and fee payment data for up to 12 months (we will then only retain anonymised bare attendance statistics for activity monitoring and evaluation purposes).
- We keep non-member show entrants’ contact details and fee payment data for up to one month after the show, with the exception of trophy holders. Contact details of trophy holders who are non-members will be retained while they are in possession of a trophy, but will be deleted within one month of their return.
- We keep member show entrants’ contact details as for membership in general and their fee payment data for up to one month after the show. Contact details of trophy holders who become lapsed members will be retained while they are in possession of a trophy, but will be deleted within one month of their return.
- We keep contact details for the newsletter mailing list while consent has been given and not withdrawn. Once consent is withdrawn, we will delete the contact details within one month.
- We keep contact details for the events and activities mailing list while consent has been given and not withdrawn. Once consent is withdrawn, we will delete the contact details within one month.
Once the stated retention period has elapsed, we dispose of your information by shredding paper documents and/ or deleting all entries or copies of electronically stored data.

Your data protection rights

Under data protection law, you have rights including:

Your right of access
You have the right to ask us for copies of your personal information.
Your right to rectification
You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing
You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing
You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at:

Name: Judith Foulkes, Chair, Faversham Horticultural Society

Address: 3 Poplar Hall Cottages, Headhill Rd, Faversham ME13 9BU

E-mail: chair@favershamhorticulturalsociety.org

Phone Number: 07710521462