The privacy and security of your personal information is extremely important to us. The Reay & District Garden Club collects, processes and use your personal information strictly in accordance with the UK Data Protection Act 2018 and the UK General Data Protection Regulations (UK GDPR).
This privacy notice explains the personal information we collect about you and how it is used.
Whenever you see the words “we”, “us”, “our” it refers to the Reay & District Garden Club.
Who we are
Reay & District Garden Club. We are an Affiliated Society of the Royal Horticultural Society (RHS).
What personal information do we collect about you?
We collect and use your data to administer the Annual Garden Show, award trophies, and celebrate your success in our public show results. We also use your contact details to arrange return of the trophies the following year.
We only collect personal information about you that we need:
- For First, Second and Third placed winners in each Section of each Class, we record your name
- For trophy winners, we record your email address and/or telephone number
- We also take a group photograph of the trophy winners
When and how do we collect personal information about you?
We collect information about you when you enter the Annual Garden Show (name), and when you win a trophy at the Annual Garden Show (name, email address and/or telephone number, group photograph). The information is collected on the day of the Annual Garden Show.
How will we use the personal information about you?
We use the information you provide
- To manage the competition fairly
- To publish the official list of winners and the group photograph of trophy winners in the local newspaper
- To record this information on our website and in the historical winners’ rolls
- To engrave your name and year of award on the trophy
- To arrange collection of the trophies in July/August of the following year
Who we share your personal information with
We share your name with the Annual Show Committee members, the local newspaper, and on our website (name, Section/Class, trophy). We do not share your information or sell your information to any other organisations.
How we store your information
- We retain your contact details for 12 months in a password protected spreadsheet.
- We retain the names and Section/Class of winners on the historical winners’ roll indefinitely.
- We retain the group photographs of trophy winners on our website indefinitely.
- The information we share with the local newspapers is retained indefinitely in newspaper archives (name and Section/Class of First, Second, Third placed winners; name and trophy awarded; group photograph).
Right of access
You have the right to request a copy of the personal information that we hold about you at any time. If you would like a copy of some or all of your personal information, please contact the Reay & District Garden Club.
You also have the right to request the data we receive from you is:
- Updated
- Removed from the historical winners’ rolls
- Corrected if mistakes appear
- Not used in any public forum, e.g. our website, group photographs of trophy winners, local newspaper (to ensure your name is not sent to the local newspaper, you must inform us on the day of the Annual Garden Show)
- Deleted
Changes to our Privacy Notice
We may update this Privacy Notice to ensure that it remains up to date and incorporate any new legal requirements.
How to contact us
If you have any questions about our Privacy Notice or about the information that we hold about you, please contact the Reay & District Garden Club: radgardenclub@gmail.com
You can find out more information on Data Protection on the Information Commissioner’s website: https://ico.org.uk/
This Privacy Notice was last updated on 4 September 2026.