The Allotment Association holds some (or all) of the following data about each of its members:

  1. Name
  2. Plot number
  3. Postal address
  4. Landline phone number and/or mobile phone number
  5. Leisure key card number / data if applicable to an individual
  • This data is physically and electronically securely stored by the Secretary acting as GDPR Data Controller and available only to serving Committee Officer members. (Chair, Secretary, Plot allocation officer and Treasurer)
  • The Association itself uses this information to contact you to inform you of its activities over the year primarily for and including administration of rents and where applicable important information.
  • The Association does not have dealings with commercial third parties where basic personal information (name. address, preferred form of contact) is required to be passed to them (such as insurers, seed suppliers, Local Government or other allotment organisations).
  • The society has an obligation pass on some of our members details / data to the local council (SMBC) for rental collection purposes – they have their own GDPR controls – request such directly from SMBC).
  • Your data will not be passed on to any other third party without your prior permission.
  • Personal data for Committee members and Trustees do need to be shared with some third parties e.g. SMBC (as landlords) and the Federation of Allotment Associations where contact details are required as a condition of our federated membership.
  • Most data will be deleted as and when you leave the Association and when you cease being a plot holder / member of the society.

How can you ask for data to be removed, limited or corrected?

  • Each member is entitled to see their own entry via reasonable requests please – the committee is voluntary and therefore there may be time restrictions to do this.
  • You can maintain your Association membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date mobile phone number.
  • You may choose not to receive information from us (we do not send any out on behalf of other organisations), but you would need to check for written information (e.g. AGM dates) on the site noticeboard. Failure to read the notice board cannot be held against the society or committee should you miss information that subsequently you should have acted upon (rental collection dates for example)
  • Options can be implemented by contacting the Membership Secretary and discussion with the committee.

Our legal basis on which we hold your personal data

  • GDPR data protection law has six possible bases on which to hold personal data, including Obtaining Consent, and as Legitimate Interests.
  • Like other membership organisations we hold your personal data on the basis of ‘Legitimate Interests’.
  • This is defined as meaning in ways one would reasonably expect … and which have a minimal privacy impact, or where there is a compelling justification for the processing of such as being able to communicate with our members, we cannot rent plots to members with whom we have no way to communicate.

In any matters relating to how the Association collects, stores or uses your data you have the right to complain to the Information Commissioners Office.

The Whitehill Allotment Association Data Controller(s) are currently:

The officers of the committee. Chair, Treasurer, plot allocation officer and secretary as part of their duties to administer the site on the society’s behalf.

PLEASE REMEBER – If you change your contact details YOU have the duty to inform the Society – all correspondence that may be entered into via either postal delivery or a text message shall be recorded –

Therefore proof of posting / sending shall be the basis of proof of delivery in these instances, the society cannot be held liable if the details have changed and no representation has been made to request such changes from the Society.