Southport Chrysanthemum & Gardening Society privacy statement 2024

The Southport Chrysanthemum & Gardening Society (SCGS) treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is, information that could identify, or is related to the identity of, an individual. This policy is also fully compliant with the Data Protection Act 2018 and the UK GDPR (General Data Protection Regulation). We comply by keeping personal data up to date, by storing and destroying it securely, by not collecting or retaining excessive amounts of data, by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.SCGS is a data controller and decides how your personal data is processed and for what purposes. No personal data is shared by SCGS with any third parties for marketing or other purposes.

What personal information do we collect?

We collect data in order to manage your membership (including the distribution of newsletters), adminster Shows, arrange trips and lunches.

When you become a member of SCGS you will be asked to provide some personal information necessary for the successful administration of the Society. This includes:

  • your name

  • home address and postcode

  • email address

  • telephone number

When you enter one of our Shows we will collect:

  • your name

  • home address and postcode

  • email address

  • telephone number

When you book on a trip or a place at a lunch we will collect:

  • your name

  • home address and postcode

  • email address

  • telephone number

 How do we collect personal information?

All the information collected is obtained directly from you when you join the SCGS, book a trip or lunch or enter a Show. The lawful basis for collecting and storing your personal information as a member and for trips and lunches is contractual. In order to inform you about the activities and events that you can access as a member we need to store and process a certain amount of personal data. Consent is the basis for the collection of personal data for the Shows. A membership list is annotated at each meeting to comply with fire safety.

How do we use your personal information?

We use your personal information:

  • To provide information about SCGS activities.
  • For administration, planning and management of SCGS.
  • To communicate with you about SCGS events.
  • To administer activities such as trips, lunches and Shows.
  • To comply with fire safety at meetings.

We may send you messages by email, post, other digital methods and telephone to advise you of SCGS activities.

When sending emails we will always use blind carbon copy (Bcc) when sending group emails to conceal your email address from other recipients.

With whom do we share your personal information ?

We may disclose information about you, including your personal information

  • With SCGS Committee Members as required to facilitate your participation in SCGS activities.
  • With SCGS members who volunteer to deliver newsletters.
  • To organize and conduct committee business.
  • Some data will be stored in a SCGS Google Drive.

How long do we keep your personal information ?

We need to keep your information so that we can provide our services to you and fulfil our accounting obligations. We will keep information whilst you are a member which will enable us to check renewal information. Annual Membership forms will be destroyed after 3 years.

Trip and lunch booking forms are kept for 1 year.

Show entry forms are kept for 2 years.

Meeting attendance lists are destroyed after each meeting.

How your information can be updated or corrected

To ensure the information we hold is accurate and up to date, members need to inform SCGS as to any changes to their personal information. Should you wish to view or make changes to the information that SCGS holds on you, you can make this request by contacting the Secretary by email scgs1949@gmail.com. There may be certain circumstances where we are not able to comply with this request. This would include where the information may contain references to another individual or for legal, investigative or security reasons. Otherwise we will usually respond within 28 days of the request being made.

How do we store your personal information ?

We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use or modification. The Treasurer also keeps limited information relating to subscription payments and attendance. Paperwork is kept in a secure locked cabinet.

Photographs and videos

Photographs and videos are also personal information and we may use photographs and videos taken at SCGS events on social media or the website.  If you wish at any time to have your photograph removed from social media or the website then you should contact the Secretary. 

Availability and changes to this policy

This policy is available on the SCGS website or by request to the Secretary. This policy may change from time to time. If we make any material changes, we will make members aware of this via the newsletter, the SCGS website, email or at meetings.

Further Information

Read the Voice Online Communities privacy policy.

Contact

If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the the Secretary.

Email: scgs1949@gmail.com

Post: 183 Wennington Road, Southport, PR9 7AH