THE HPS NORFOLK & SUFFOLK GROUP
GENERAL DATA PROTECTION REGULATION (GDPR) PRIVACY NOTICE
Who we are
The HPS Norfolk & Suffolk Group is a membership organisation affiliated through registration with The Hardy Plant Society (HPS), which exists to promote interest in and conservation of hardy herbaceous perennial plants. All members of the HPS Norfolk & Suffolk Group must, in accordance with the constitutions of both organisations, be members of the HPS. The Committee of the HPS Norfolk & Suffolk Group acts as the organisation’s data controller for the purposes of the GDPR. Individual officers of the Committee may act as data processors.
Why we keep personal data and our legal basis for doing so
HPS Norfolk & Suffolk Group keeps and uses personal data to provide our membership with the services they have paid for. To do this the Officers and others involved in the organisation of the Group from time to time need to know who our members are and to be able to communicate with them. The Group has adopted the legal basis of ‘Legitimate Interest’ to justify holding and using your personal data. The Committee is satisfied that it is in the legitimate interests of the HPS Norfolk & Suffolk Group to maintain this data, that it is necessary and proportionate to do so and that the purposes for which the data is used cannot be achieved in any other, less intrusive, way.
What we keep and what we do with it
HPS Norfolk & Suffolk Group stores and uses your contact details as provided by you either directly to ourselves or via the HPS office. Those details are your name, address (and alternative address if provided), telephone number and email address. We also have a record of your National membership number and date you joined the Group.
We do keep a record of those attending meetings of the HPS Norfolk & Suffolk Group. We use the information to keep you informed about HPS Norfolk & Suffolk Group activities and other things that may be of interest to you, for example to send you newsletters and reminders to renew your membership.
The information is held electronically on personal computers and in paper form as required. Every effort is made to ensure that your data is secure. The data of all members of the Group is held by the Committee. Individual members’ details are made available to and held by other committee members and other members involved in organising activities as and when required. Sub-group organisers hold the contact details of all those in their groups.
Who we share it with
We do not and will not share your information with anyone outside of the HPS Norfolk & Suffolk Group except for the staff of the HPS. A full membership list with all contact details is provided annually to the office of the HPS to ensure that all our members comply with the requirement to be a member of the HPS and to assist in maintaining accurate records. At other times, individual data will be shared with the HPS office on request from the staff or to inform them of any changes.
How long we keep it
We keep your information for the duration of your membership of the HPS Norfolk & Suffolk Group unless you tell us that you do not wish to re-join. If you inform us that you are cancelling your membership all your data will be deleted from the electronic record as soon as possible.
Your rights under the GDPR You have the right to:
• Be informed about the collection and use of your personal data
• Access the data held (a copy of your data will be provided on request)
• Have any inaccuracies in your data corrected
• Request your details be deleted from our records
• Request that the use of your personal data is restricted
You have the right to object to the use of your personal data at any time.
Policy implementation date: 25th May 2018
Review date: May 2019