Privacy Notice
Introduction
Roding Road Allotments and Leisure Gardens Association was formed in 1984 to manage the allotments on Roding Road in Loughton, Essex. The primary aim of the association is to promote the cultivation of the allotments on Roding Road, see the Constitution page for more details on our objectives.
This Privacy Notice describes how the Association uses personal information (data). We want to use any personal information given to us or collected by us fairly and legally. We have written this document so you can better understand how we collect data, what we do with it, how we look after it and what we do with it when we no longer need it.
1. What personal data do we collect from you?
2. How do we use your personal information?
3. Legal bases for data processing – what does it mean and how do we use them?
4. Do we share your information with anyone else?
5. Do we collect information on children?
6. How long will we keep your data?
7. Profiling
8. Data security and cross-border transfers
9. Link to other websites
10. How to contact us
1. What personal information do we collect you?
We collect/process your personal information:
- when apply for an allotment
- when you rent an allotment (and become member of the Allotment Association)
- when you attend an allotment meeting (eg, the AGM)
- when you contact the Committee
- when you visit our website
When we collect/process your personal information, we collect the following types:
Contact information - When you apply for an allotment we will collect your contact details (name, telephone number, email and postal address).
Online identifiers - When you visit our website. Our website provider will collect non-personal information that may identify you such as your internet address (IP address). We do not have access to this information though. Any information we see about our website visitors is in a non-personal, aggregated format. Like most websites, our website provider uses services such as Google Analytics to monitor the traffic on our website. You can opt out of this by changing the settings of your browser.
2. How do we use your personal information?
At Roding Road Allotments we collect different types of information about people for three main reasons:
1. To maintain a waiting list of people who want to rent an allotment
2. To manage the membership of the Allotment Association
3. So we can monitor and improve our website
3. Legal bases for data processing – what does it mean and how do we use them?
The law on data protection sets out several different reasons why an organisation may collect and process your personal data and it is one of our duties to make sure you understand which of these lawful bases we are using to process your data:
Consent
In specific situations, we can collect and process your data with your consent. For example, if you choose to notify us of a health condition as a reason for non-cultivation of your allotment. We only process this information with your consent.
Contractual obligations
We need your personal data to comply with our contractual obligations. For example, when you apply for, or rent an allotment, we will keep your name and address to fulfill your application and manage your tenancy.
Legal compliance
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in a crime affecting the allotments or Allotment Association to law enforcement.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our organisation and which does not materially impact your rights, freedom or interests.
For example, we share your information with service providers who help us manage the allotments (see details below).
4. Do we share your information with anyone else?
Service providers - We work with service providers to perform some tasks on our behalf. This might include: payments, email and website service providers. We may share your personal data with these providers in order to perform the necessary tasks; however they are obligated not to disclose or use it for any other purposes. Any third party processing of your data, on our behalf, will be subject to security and confidentiality obligations consistent with this privacy notice and applicable law.
Law enforcement organisations - Under certain circumstances we may occasionally be required by law, court order or governmental authority to disclose certain types of personal information.
Other than this, we will not disclose any of your personal information to any other third parties without your consent.
5. Collecting data on children
We do not collect data on children. To apply and rent an allotment you must be aged 18 and over.
6. How long will we keep data?
We will retain your personal information for as long as you are either on a waiting list and while you are a member of the Association, whilst also taking into account any legal requirements and tax and accounting rules. We make sure that we do not keep personal information longer than is necessary for the administration of the Allotment Association.
7. Profiling
We do not conduct any form of profiling.
8. Cross-border transfers and security
Security
We implement security safeguards designed to protect your data, such as auditing any services we use and the processes we have in place to keep your data secure. Whilst we regularly monitor our systems for possible vulnerabilities and attacks, we cannot guarantee the security of any information that you send us. There is no guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguard.
Cross-Border Data Transfers
We do not transfer your data outside of the UK.
9. Links to other websites
Our website may contain links to other websites run by other organisations. This privacy notice applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
10. How to contact us and your data rights
Thank you for reading our Privacy Notice. Under law, you have certain rights over your data that we have collected. These rights include the right of access, rectification and deletion. If you wish to contact us about this privacy notice and/or to exercise any of your data rights, such as accessing your data, requesting rectification or erasure of your data, you can contact using a web form here.
Roding Road Allotments and Leisure Gardens Association was formed in 1984 to manage the allotments on Roding Road in Loughton, Essex. The primary aim of the association is to promote the cultivation of the allotments on Roding Road, see the Constitution page for more details on our objectives.
This Privacy Notice describes how the Association uses personal information (data). We want to use any personal information given to us or collected by us fairly and legally. We have written this document so you can better understand how we collect data, what we do with it, how we look after it and what we do with it when we no longer need it.
1. What personal data do we collect from you?
2. How do we use your personal information?
3. Legal bases for data processing – what does it mean and how do we use them?
4. Do we share your information with anyone else?
5. Do we collect information on children?
6. How long will we keep your data?
7. Profiling
8. Data security and cross-border transfers
9. Link to other websites
10. How to contact us
1. What personal information do we collect you?
We collect/process your personal information:
- when apply for an allotment
- when you rent an allotment (and become member of the Allotment Association)
- when you attend an allotment meeting (eg, the AGM)
- when you contact the Committee
- when you visit our website
When we collect/process your personal information, we collect the following types:
Contact information - When you apply for an allotment we will collect your contact details (name, telephone number, email and postal address).
Online identifiers - When you visit our website. Our website provider will collect non-personal information that may identify you such as your internet address (IP address). We do not have access to this information though. Any information we see about our website visitors is in a non-personal, aggregated format. Like most websites, our website provider uses services such as Google Analytics to monitor the traffic on our website. You can opt out of this by changing the settings of your browser.
2. How do we use your personal information?
At Roding Road Allotments we collect different types of information about people for three main reasons:
1. To maintain a waiting list of people who want to rent an allotment
2. To manage the membership of the Allotment Association
3. So we can monitor and improve our website
- Applying for an allotment: When you apply for an allotment we will collect your contact details and use them to contact you when an allotment is available for rent.
- Maintaining records of the Allotment Association membership: When you rent an allotment you automatically become a member of the Association. Membership lasts for the duration of your allotment tenancy. We store your contact details and use them to contact you about your tenancy and to keep you informed about the Association and the allotments.
- Monitoring and improving our website: Non-personal information about your use of our website, such as number of visits and pages viewed is analysed to help improve our website.
3. Legal bases for data processing – what does it mean and how do we use them?
The law on data protection sets out several different reasons why an organisation may collect and process your personal data and it is one of our duties to make sure you understand which of these lawful bases we are using to process your data:
Consent
In specific situations, we can collect and process your data with your consent. For example, if you choose to notify us of a health condition as a reason for non-cultivation of your allotment. We only process this information with your consent.
Contractual obligations
We need your personal data to comply with our contractual obligations. For example, when you apply for, or rent an allotment, we will keep your name and address to fulfill your application and manage your tenancy.
Legal compliance
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in a crime affecting the allotments or Allotment Association to law enforcement.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our organisation and which does not materially impact your rights, freedom or interests.
For example, we share your information with service providers who help us manage the allotments (see details below).
4. Do we share your information with anyone else?
Service providers - We work with service providers to perform some tasks on our behalf. This might include: payments, email and website service providers. We may share your personal data with these providers in order to perform the necessary tasks; however they are obligated not to disclose or use it for any other purposes. Any third party processing of your data, on our behalf, will be subject to security and confidentiality obligations consistent with this privacy notice and applicable law.
Law enforcement organisations - Under certain circumstances we may occasionally be required by law, court order or governmental authority to disclose certain types of personal information.
Other than this, we will not disclose any of your personal information to any other third parties without your consent.
5. Collecting data on children
We do not collect data on children. To apply and rent an allotment you must be aged 18 and over.
6. How long will we keep data?
We will retain your personal information for as long as you are either on a waiting list and while you are a member of the Association, whilst also taking into account any legal requirements and tax and accounting rules. We make sure that we do not keep personal information longer than is necessary for the administration of the Allotment Association.
7. Profiling
We do not conduct any form of profiling.
8. Cross-border transfers and security
Security
We implement security safeguards designed to protect your data, such as auditing any services we use and the processes we have in place to keep your data secure. Whilst we regularly monitor our systems for possible vulnerabilities and attacks, we cannot guarantee the security of any information that you send us. There is no guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguard.
Cross-Border Data Transfers
We do not transfer your data outside of the UK.
9. Links to other websites
Our website may contain links to other websites run by other organisations. This privacy notice applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
10. How to contact us and your data rights
Thank you for reading our Privacy Notice. Under law, you have certain rights over your data that we have collected. These rights include the right of access, rectification and deletion. If you wish to contact us about this privacy notice and/or to exercise any of your data rights, such as accessing your data, requesting rectification or erasure of your data, you can contact using a web form here.