Policy Statement and Legal Requirements

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Highcliffe Horticultural Society (HHS) is committed to a policy of protecting the rights and privacy of its members in accordance with The Data Protection Act 1998. Our privacy policy details the types of information that HHS collects and how we use it and reflects the requirements of the General Data Protection Regulations (GDPR) which came into force in May 2018.

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HHS is not required by the Act to register with the Information Commissioners Office but because we do hold personal data, we acknowledge the right of members to have ‘access’ and the right to copies of their data upon request.    

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If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us either via the website or by direct email to the HHS Membership Secretary ENgardenclub@hotmail.com

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Why we collect your Personal Information and the information we hold

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We collect the minimum amount of information that we need to run HHS effectively. 

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The information comes directly from the data you provide HHS in your Membership or Renewal form or your Show Application including:

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a) If you contact us directly i.e. via email or the website, your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

b) When you register for membership or renew your Membership, we will record/update your contact information, including items such as name, postal address, email address, telephone number and subscription.

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How we use your information

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Data may be held for the following purposes:

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a) Subscriptions, memberships and contact details.

b) Correspondence and Information.

c) Records of members show entries.

d) Records of those attending previous outings/trips as they may be interested in future trips.

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By joining HHS, you give consent to us to communicate with you for various reasons. For example:

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To notify you of meetings and activities

To send you information that you have specifically asked for such as a membership application form or anything else maybe organised by HHS or through HHS.

 

Your membership also allows you to access information about HHS such as articles about HHS activities, access to our website and also to contact us directly or through the website with enquiries related to HHS

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GDPR Data Protection Rights

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In respect of the legislation, the data we hold both collected offline and online is controlled by the Membership Secretary and the Committee led by the Chairman and they are responsible for determining the purpose and the manner in which any personal information is processed.

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We will ensure that the data is fairly and lawfully processed and HHS will state its intentions by providing this policy on its website

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We will keep the information only for as long as is necessary and for the purposes set out in this privacy policy or to fulfil our legal obligations.

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We will ensure that all personal data collected and processed is secure and kept up-to-date. Accuracy of information will be checked when collected and at regular intervals thereafter (i.e. renewals, show entry details etc). Any data to be found inaccurate or out of date will be amended as soon as discovered. However, members can ask at any time for a copy of their recorded data and are therefore responsible, if they feel their information is not correct, to advise the Membership Secretary.

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We will endeavour to not keep more information than we need or for longer than necessary.

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HHS will only pass on information to third-party providers, agents and other associated organisations for the purpose of completing tasks and providing services to you (for example details required for society trips and days out.)

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If we use third party service providers, we will give only that amount of personal data as required to deliver the service requested and HHS will ensure that your information will be kept secure and not to be used for the third-party providers’ own direct marketing purposes.

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Data will not be transferred to countries either inside or outside the European Economic Area.

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We will delete your personal data from our files when

 

a) You notify us that you want to end your membership of HHS

b) You notify us that you want some or all of your data deleted.

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Furthermore, data for members who leave the society are held for at most 3 months, after which time they will be deleted from our records. This is in case there is a requirement to communicate with a member who has recently left.

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We will inform members of any breaches of data privacy as soon as any relevant discrepancies are found.

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This policy will be reviewed annually prior to renewal of Membership subscriptions so that members can be informed of any changes to it and take the appropriate action. Also, any changes or updates to this policy will be posted on the HHS website and if you wish to contact us to delete or alter your data please contact the Membership Secretary.

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By using our website, you are agreeing to be bound by this Policy.

 

 

Cookies Policy

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Visitors to our website

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When someone visits www.highcliffehorticulturalsociety.co.uk, we use analytics to collect standard visitor data. We do this to find out how many people visit the site. We collect the information in a way that does not identify anyone. We do not seek to use that data in any other way.

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Cookies

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Cookies are small text files that are placed on your computer by websites you visit. They are widely used in order to make websites work, or to provide information to the owners of a website about how it is being used by visitors to that website.

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There are several types of cookies:

 

Session cookies are temporary cookie files which are erased at the end of your browser session and allow us to link your actions during that particular browser session.

 

Persistent cookies are stored on your device in between browser sessions, thus allowing the website to remember your preferences or actions across multiple sites.

 

First-party cookies are set by the site you are visiting.

 

Third-party cookies are set by a third-party site separate from the site you are visiting.

Please note:  www.highcliffehorticulturalsociety.co.uk has no access to or control over the cookies that are used by third-party advertisers.

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Our website also contains links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

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There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.

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At HHS, we only use cookies as part of our analytics process to see if someone has recently viewed our website. That process gives us (anonymous) information on website visitors to help us improve our service to you (We only use this information for statistical analysis purposes).

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Cookies in no way give us any form of access to your computer, or to any personal information about you.

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Cookie Control

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There are a number of ways that you can influence how cookies are used on your particular device. As a general rule, web browsers typically automatically accept cookies. However, most commercial browsers (such as Chrome, Safari, Edge, Internet Explorer, Firefox etc) allow you to set preferences for whether to allow or block website cookies. They will also provide tools that allow you to remove any cookies that have already been set. Using the ‘Help’ functionality of your browser, or visiting a website like www.allaboutcookies.org or

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https://www.howtogeek.com/63721/how-to-block-all-cookies-except-for-sites-you-use/

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will help you to understand how to use these features for your particular browser.

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Please note: If you set your browser to refuse all cookies, please be aware that there may be functionality and features on various other websites that do not work.

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The Committee, Highcliffe Horticultural Society