Frome Allotment Association – General Data Protection Policy

Last updated: November 2023

The General Data Protection Regulation 2018 (“GDPR”) came into force in the UK on 25th May 2018. It replaces the Data Protection Act 1998 and will harmonise data protection law throughout Europe.

Privacy Notice

This Privacy Notice clearly describes how Frome Allotment Association handles and uses your personal data. New Members will receive the notice when they join the Association. It will also be available to view on the association’s website.

Your data will be used to enable association officers as follows:

  • To keep a list of current members
  • To maintain a waiting list
  • To contact you by phone, email or post
  • To cross reference members’ names with fields and plots
  • To send out Tenancy Renewals
  • To collect rents
  • To deal with disputes

The processing of your data is purely to run the Association. We couldn’t do this legally and in accordance with Companies House and the Landlords rules if we didn’t process your data.

Your data is only shared with Association Officers, and with the Association’s  Insurance Company and Landlord as required.

The Frome Allotment Association will store your data for the duration of your membership, after which it will be erased from our system. Exceptions will be if you have an accident / injury on the allotment premises, or there has been a disciplinary incident. In both cases your records would be retained for 10 years.

All members may have access to their data, may ask for it to be erased or for its circulation to be restricted, as long as doing so doesn’t prevent the Association’s normal operation. Data requests will be responded to within one month and verifications made before anything is released.

 

All members have a right to complain to the ICO (Information Commissioner’s Office) should they feel there’s been a breach of regulations.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Email: casework@ico.org.uk

Website Privacy Policy

The Frome Allotment Association website has a page on which potential members can join the plot waiting list. The website gives details regarding how and why data is collected. We do not use Cookies.

Frome Allotment Association will undertake reviews of its Data Protection, Privacy and Website Privacy Polices as appropriate.

Members whose data is held by the Frome Allotment Association have the right to access their information. They also have the right to request the Frome Allotment Association to inform them of:

  • The purposes of processing
  • The categories of personal data held
  • The recipients of the personal data
  • How long the organisation expects to hold their data before destruction
  • The right to lodge a complaint with a supervisory authority
  • If the data was not collected directly from the data subject, the source of the information
  • The envisaged consequences of such processing for the data subject

In addition to being given the above information by the FAA, if an individual exercises this right they must be given a copy of the personal data that the FAA processes.

Policy Agreed By: Frome Allotment Association Management Committee.