The Hardy Plant Society North West Group
GENERAL DATA PROTECTION REGULATION (GDPR)
Who we are
The Hardy Plant Society (North West) Group (NWGp) is a membership organisation affiliated to The Hardy Plant Society (HPS), which exists to promote interest in and conservation of hardy herbaceous perennial plants. All members of the NWGp must, in accordance with the constitutions of both organisations, be members of the HPS. The committee of the NWGp acts as the organisation’s data controller for the purposes of the GDPR. Individual officers of the Committee may act as data processors, in particular the Chair, Secretary, Treasurer and Membership Secretary.Why we keep personal data and our legal basis for doing so
NWGp keeps and uses personal data in order to run the Group efficiently and 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 is therefore adopting 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 NWGp 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
NWGp 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, telephone number and email address. We also have a record of your National membership number, the date you joined and last renewed your membership and your method of payment. We do not keep any bank details.
We do keep a record of those attending meetings
We use the information to keep you informed about NWGp activities and other things that may be of interest to you and 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, including passwording relevant documents. The data of all members of the Group is held by the Chair, Secretary, Treasurer and Membership Secretary. Individual members’ details are made available to and held by other Committee members and other members involved in organising activities as and when required. Mini-group organisers hold the contact details of all those in their groups.
Who we share it withWe do not and will not share your information with anyone outside of the NWGp 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 itWe keep your information for the duration of your membership of the NWGp and for 16 weeks after your last payment becomes due 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 and in any event within 4 weeks from us receiving that information.
Your rights under the GDPRYou have the right to:
The Membership Secretary
497 Chorley New Road
BOLTON BL1 5DQ