Trumpington Allotment Society (the Society) needs to collect and use certain types of information about the people who come into contact with us in order to carry on our work and promotion. This personal information is collected and processed appropriately, whether it is collected on paper, stored in a computer database, or recorded on other material. There are safeguards outlined under the General Data Protection Regulation (GDPR) 2018 to ensure this; the Society is committed fully to compliance with the requirements of data protection regulations.

The Society’s Membership Secretary is responsible for data protection compliance within the Society. If you have any questions or comments about the content of this policy or if you need further information, you should contact the Membership Secretary.

What data do we store and use?

The Society stores the following data about our members, people on our waiting lists and those who correspond with the Society:

• Name
• Postal address
• Contact details (phone number(s) and email address)
• Plot number(s)

How do we store and process the data?

• The data is physically and electronically securely stored and available only to serving Committee Members.
• The Society uses the information to contact you to inform you of its activities including administration of rents, general meetings and waiting lists.
• To enable the effective and safe management of the Polytunnel and the Chicken Plots, the Society shares information (for example, name, contact details) of participating members among the other participating members.
• The Society does have dealings with third parties that at times require some basic personal information (for example, name, address, contact details) to be passed to them. These third parties are insurers, seed suppliers, printers and the National Allotment Society (NAS). You can read the NAS’ Data Protection Policy here: thenas.org.uk/dataprotection.
• Your data will not be passed on to any other third party without your prior permission.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email the Membership Secretary. You may ask us to correct or remove information you think is inaccurate.

Members’ responsibilities

You are responsible for helping us keep your personal information up to date. You should let us know if the information you have provided to the Society changes, for example, if you move house.

Keep secure and private any personal information shared with you by the Society.

Website cookies

When you are logged in to our website we may store information about you using cookies (files which are sent by us to your computer or other access device) which we can access when you visit our site in future. We do this to improve the way the website works for you.

If you want to delete any of our cookies that are already on your computer, please locate the file or directory that stores cookies. It will be named https://www.trumpingtonallotments.org or similar.
Information on deleting or controlling cookies is available at www.aboutcookies.org. Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site.

Data protection principles

The Society will comply with the following data protection principles when processing personal information:

• we will process personal information lawfully, fairly and in a transparent manner;
• we will collect personal information for specified, explicit and legitimate purposes only, and will not process it in a way that is incompatible with those legitimate purposes;
• we will only process the personal information that is adequate, relevant and necessary for the relevant purposes;
• we will keep accurate and up to date personal information, and take reasonable steps to ensure that inaccurate personal information is deleted or corrected without delay;
• we will keep personal information for no longer than is necessary for the purposes for which the information is processed; and
• we will take appropriate technical and organisational measures to ensure that personal information is kept secure and protected against unauthorised or unlawful processing, and against accidental loss, destruction or damage.

Last reviewed August 2024.