Data Protection Policy
The Friends of the Forgotten Garden of Lewtrenchard (FFGL) needs to collect and use certain types of information about its members in order to carry out its work on their behalf. This personal information must be collected and dealt with appropriately whether it is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this under the Data Protection Act 1998, and as amended by future legislation and regulations.
2. Data Controller
The FFGL through its committee, is the Data Controller under the Act, which means that it determines the purposes for which personal information held will be used. It is also responsible for notifying, if necessary, the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.
The FFGL does not share data with other agencies. It is conceivable that there may be circumstances where the law requires us to discloseinformation to an official body.
4. Data Collection
The FFGL will ensure that any individual providing information does so with explicit, written consent, based on a clear understanding of our need for the data and the uses to which it will be put. We also do not monitor individual users of our website.
5. Data Storage
6. Access and Accuracy
All Members have the right of access to the information the FFGL holds about them. We will also take reasonable steps to ensure that this information is kept up to date by asking members, at the time their annual membership is renewed,whether there have been any changes that should be reflected in the information held.
7. Additional Information
In case of any queries or questions in relation to this policy please contact the Chairman of the Friends of ten Forgotten Garden of Lewtrenchard.
The Friends of the Forgotten Garden of Lewtrenchard (FFGL) collects data from its members, with their consent. The data collected is normally restricted to names, addresses, telephone numbers and e-mail addresses. This data is only kept as long as necessary and is deleted when no longer required (such as when a member leaves the society) or when the member requests that it is deleted. All members are entitled to see the data held about them upon request and to ask for amendments to be made.
The data is held securely by the officers of the FFGL who make use of it and they take all reasonable precautions to protect it from loss or misuse. Any security breach will be reported promptly to those affected.
A master list of the contact details for members of FFGL is maintained by the Chairman. Information from this membership list is used to prepare a mailing list for contacting members and for contacting individual members when necessary. These lists are kept on the Chairman’s personal computer, which has password protection.
The Treasurer uses the membership list to identify members who are in good standing with the Society and to contact members about (non)payment of subscriptions. The list and details of membership status are held on the Treasurer’s personal computer, which is password protected.
Members are able to unsubscribe from these messages.
No information is shared with any other organisation and communications with members do not reveal the personal details of members, other than Committee members or others who have specifically given permission for their personal data to be made available to others for activities related to the Society’s objectives.
This policy will be updated if necessary and members informed. A current copy of the policy will be kept on the FFGL website.