warlingham gardening and horticultural club

It's always lovely to be able to let you know what’s going on in the society. From the 25 May 2018 new data protection regulations (General Data Protection Regulation (GDPR)) are coming in and the society needs to ask for your consent to hold your data. We hold details of your name, address, email address and sometimes telephone number. We only use this data to operate the membership of the society and to make contact with you. These details are not passed to any third party. We keep the data secure and password protected on any electronic device. If at any time you wish to be removed from the data we will remove your details, you will be ‘forgotten’ and we will no longer send emails. If you are happy for us to continue to hold your information can you kindly complete the form below. We really hope you will agree to continue receive messages from us. Full details of our Privacy Notice are below. Thank you



This Privacy Notice sets out how we use and protect any information that you give us when you become a member of Warlingham & District Horticultural Society, use this website or accept newsletters or email messages from us. We are committed to ensuring that your privacy is protected. We may change this Privacy Notice occasionaly you should check this web page to ensure that you are happy with any changes. This Privacy Notice is effective from 25th May 2018. If you are a member and do not have access to the internet we will provide you with a paper copy of this Privacy Notice at your request.

1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”). The processing of data held on a child under the age of 16 requires parental consent.

2. Who are we?
Warlingham & District Horticultural Society (WDHS) is the data controller. This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?
WDHS complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

4. What do we process?
We may process your name, aliases, address, email address, telephone number, photographs, records of any awards certificate or cups won, received or held, bookings for outings or other events that require bookings, any complaint, comment or exceptional dealing you may have with us. We will hold records of payments or donations made by you or payments or donations made to you. If you make payments to us electronically we will have details of these payments on our bank statements.

5. We use your personal data for the following purposes:
• To manage membership records • To distribute membership cards, yearbooks, newsletters and electronic information such as email or text about the Society and events which we may arrange either independently or with third parties • To promote horticultural activities in general • To support our committee members and any other volunteer helper • To maintain our accounts and records • To inform you of news, events, activities that might be relevant to you as member of a horticultural society or as part of the local community of Warlingham

6. What is the legal basis for processing your personal data?
The lawful basis for holding personal data is that of consent and we ask for your consent so that we can provide you with our membership services which include the methods of communication outlined above. Processing is necessary for us to administer your membership. The processing relates only to members of WDHS, past members or family members or anyone else who may have contact with us to provide us with goods or services. We will not share your data to a third party without your consent.

7. How long do we keep your personal data?
We keep data relating to membership for up to 6 years.

8. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: • The right to request a copy of your personal data which WDHS holds about you • The right to request that WDHS corrects any personal data if it is found to be inaccurate or out of date • The right to request your personal data is erased where it is no longer necessary for WDHS to retain such data • The right to withdraw your consent to the processing at any time • The right to object to the processing of personal data • The right to lodge a complaint with the Information Commissioners Office.

9. Further processing
If we wish to change how we use your personal data we will advise you and will update this Privacy Notice to reflect any changes.

10. Contact Details
If you have any concern or complaint about the way in which we handle or process your data you have a right to complain to the Data Controller at WDHS 7A Glebe Road Warlingham CR6 9NG 01883 623839 or email rlbransby@btconnect.com
You can also contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.