Privacy Policy & GDPR Statement (May 2021)

The Hawkinge Allotment Society (HAS) Privacy Policy and GDPR Statement detail what information we collect and how we use this personal information (data.)
The data that members provide on their application forms are kept in documents that are held and processed electronically. This means that the Hawkinge Allotment Society is subject to the General Data Protection Regulations (GDPR). Under the Regulations, the data that members provide are not classed as “sensitive data” and because we are a not-for-profit organisation, we do not have to register with the ICO (Information Commissioner’s Office). Nevertheless, under the Regulations, we have responsibilities of care to uphold. This document outlines our policies. (For more information, the ICO website is here:

The Membership Data we hold is:-
* Name
* Postal Address
* email address
* Phone numbers
* Dates of membership and when fees are paid.

We endeavour to maintain accurate records, but we rely on members keeping us up-to-date. The data is stored on secure PCs and is only accessible to the Chairman, Treasurer, Secretary and the Web Administrator. When members resign, their data is kept for one year. After this, personal details are removed and the only information we save is past member’s names. The data are only used by HAS to communicate with members and data (as listed above) are never disclosed to other members or any other person without permission.
Names and addresses are supplied once a year to the National Allotment Society to enable them to register members as being legitimate.
The data that we keep is not classed by the Regulations as sensitive (examples of sensitive information are bank account details, ethnicity etc.). Therefore, we assume that the risks that we are exposed to are no greater than the risks of an individual providing the same data to a friend for social purposes. Our web site, like our allotments, is self-managed from within the society. The personal information held on the web site is:-
* Name
* email address
* Membership dates and application forms (joining / leaving)
* Comments made by the member to any blog.
* Post access date and time / email access date and time

Links to other web sites. Our website contains links to other websites run by other organisations. This Privacy Notice applies only to our web site.

We regularly monitor our systems for possible vulnerabilities and attacks. We cannot however guarantee that the data may not be accessed, disclosed or destroyed by any breach of the system.

All new members, including those on the waiting list, are ‘subscribed’ so that they are kept up to date with email notifications regarding events, information and notices about the society. Members can unsubscribe themselves at any time from these notifications. Members leaving the society are removed from this listing, unless with the society’s
approval, they request to remain as a ‘guest’.

The society web site keeps an archive of historical events including photographs taken at these events, any member wishing to have these removed should advise the committee.

Other non-personal information.
For all visitors and members visiting the site we use analytical and statistical tools that monitor details of visits to our website and the resources that are accessed including, but not limited to, traffic data, location data, weblogs and other communication data. We use Google Analytics and the tools provided by our hosting company to understand how the website is being best utilised. The types of data collected includes: IP address, browser-generated information e.g. browser type, their operating system, date and time of access, how long a person looks at the website, pages accessed etc.
If you wish to contact us about this privacy notice or require further clarification please contact us at