Allesley Allotments
Allesley Allotment Association
Privacy notice
How we use your information
This privacy notice tells you what to expect when we (Allesley Allotment Association) collect personal information. We will make it clear when we collect personal information and we explain what we intend to do with it.
It applies to information we collect about:
Visitors to our website
We use Wix.com Ltd to provide our website. When someone visits https://allesleyallotments.wixsite.com/allesleyallotments
Wix.com Ltd may use Google Analytics, to collect information such as internet log information and details of behavior patterns but we do not have access to that information.
If we do want to collect personally identifiable information through our website, we will be up front about this, such as your details being necessary when you fill in the ‘Contact Us’ form.
For more information about how Wix.com Ltd process data, please see their Privacy Policy on the following link, https://www.wix.com/about/privacy
Use of cookies on our website
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We do not use cookies on our website but Wix.com Ltd does and this is explained in their Privacy Policy also available on the link above.
How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
People who contact us via social media
We use Facebook which has privacy settings set as ‘public’.
People who email us
We use Gmail to process your request for information when you use the website ‘Contact us’ form as well as the Wix.com Ltd applications. You can see Google’s privacy policy on the following link: https://policies.google.com/privacy?hl=en-GB&gl=uk
Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Collecting required personal information
We keep the amount of personal information we collect to the minimum required. For us to have your information, you will normally have given it to us directly. Generally, the information we need is:
For enquiries
Your name and email address are the minimum we require to respond to your queries. We do not have a postal address or a telephone number for the Association that is separate from an individual Committee Member’s personal address or telephone number.
Administering membership and the allotment site
Additionally, your address so we can send necessary communications to you.
If you prefer, we can rely on your email address rather than your postal address.
If we do not hold your email address, we also need your telephone number, so we can contact you quickly if required.
Payment
We provide you with our banking details, so you can make a bank transfer. We will not ask you to provide your banking details directly to us.
Retention of information
5 years after you cease to be a member in accordance with the Allesley Allotment Association Constitution
Processing your personal information
The personal information we collect is processed by us because it is necessary and proportionate to achieve a purpose. For example, we do not require your telephone number when you contact us through our website, but we do require your email address. If we had no contact details for you at all, we could not respond to your request for information.
Lawful basis
For the most part, the processing is necessary for a contract you and we have with your and our landlords, or because you have asked us to take specific steps before entering into this contract.
Each individual member of the Association delegates their joint and several responsibilities to the elected Committee. The terms of the Rules and Constitution bind the Committee, both of which have been voted on by Members at Annual General Meetings.
Otherwise, we will process the same personal data for legitimate interests, such as of all members. This is likely to be the case in circumstances where one or more members had made a complaint about one or more members, or, where the Committee investigates and/or enforces the Constitution and/or Rules.
The starting point for our legitimate interest’s assessment is, this basis of processing is unlikely to arise unless you are already a Member. In which case you will be aware of procedures for complaints and compliance with the Rules. Under almost all circumstances, the interests of all Members will outweigh any alleged harm you may suffer because of our administration of complaints or Rules enforcement procedures. However, this will still be considered on a case-by-case basis, especially where unusual circumstances apply.
Otherwise, the processing is necessary for us to comply with the law (not including contractual obligations). This will usually apply to circumstances where a law enforcement agency or court has powers to require the information. Another circumstance will be where a regulator similarly has power(s) to require information.
Holding your personal information
We hold your information in electronic format on equipment such as computers and mobile devices. All devices are protected by passwords and relevant security provision from specialist providers of internet security and antivirus software.
Disclosure of personal information
We absolutely will not sell any of your information, private or otherwise.
We will disclose your information where it is necessary to other Committee members to discharge our obligations under the Rules and/or Constitution.
Your rights
You have rights as an individual which you can exercise in relation to the information we hold about you. For more information, see the advice on the Information Commissioner’s website at https://ico.org.uk/
Access to personal information
Individuals can find out if we hold any personal information by making a request. If we do hold information about you, we will:
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give you a description of it;
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tell you why we are holding it;
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tell you who it could be disclosed to; and
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let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold or ask us to correct any mistakes in the information we hold, you need to put the request in writing by emailing us at allesleyallotments@gmail.com
We will respond to your request within a calendar month of us receiving it.
Right to object to us processing your personal information
To make an objection, you need to email us at allesleyallotments@gmail.com stating what you require us to do to avoid causing you damage or distress.
Right to ask us to erase your personal information
You can ask us to delete your personal information where it is no longer necessary for us to use it or where we have no lawful basis for keeping it.
Right to ask us to restrict our use of your personal information
You can ask us to restrict the personal information we use about you where you have not asked for it to be erased or where you have objected to our use of it.
Consequences
If you decline to provide personal information required, you are unlikely to be able to become or continue being a member of the Allesley Allotment Association.
If you ask us to erase personal information after you have become a member but before you leave the Association, we are unlikely to be able to be able to effectively manage the Association and you will be deemed to have cancelled your Tenancy Agreement. You should be aware we will not be able to erase your information if it is required to comply with any legal obligation.
Complaints or queries
We strive to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage you to bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate.
This privacy notice does not attempt to provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed if we hold your personal information. Any requests for this should be emailed to allesleyallotments@gmail.com
The elected Committee of Allesley Allotment Association is responsible for protecting your privacy under relevant legislation. We restrict access to personal information and accordingly, if you contact us about anything in this notice, it will be the Committee that considers responds to your enquiry.
Links to other websites
This privacy notice does not cover the links to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was updated on 17 May 2018.