GRANDISON ROAD ALLOTMENTS GDPR POLICY
GDPR policy for Grandison Road Allotments Society in accordance with the law. Grandison road Allotments Society is required to process your personal data in accordance with the law.
The Data Protection Act 1998 (DPA) implements the EU Data Protection Directive 1995 (EU Directive 95/46/EC).
From 25 May 2018, the General Data Protection Regulation 2016 (EU Regulation 2016/679) will come into force; it replaces the DPA.
This privacy policy complies with the DPA, and has been updated to comply with the General Data Protection Regulation 2016 (the “GDPR”).
Our General Policy
To meet the requirements of the GDPR the Grandison Road Allotments Society will:
Only collect information needed for the business of the Society – We will ask the question “Does the Society really need to keep this item of information on file?”
Keep it secure – The Society will not allow members to access each other’s personal data. For example, e-mails to all members will use blind copies so that members do not see everyone else’s e-mail address. Committee members are entitled to access all information held by the society or its officers acting for the society, but they will not be asking for personal data unless they need it to discharge their duty as a committee member. All personal data will be kept under lock and key.
Data control regarding the Treasurer’s role.
Payments for rents, subs, and cheques, can only be done through the Treasurer alone and all personal data retaining from this. Payments, arears, outstanding monies, any and all financing that contains personal data shall be kept by the treasurer alone under lock and key. No other member is to have a duplicate key to this information. If another committee member including elected officers wishes to request information from the treasurer they will only be given access to it to carry out their duty as a committee member and will be asked for their reasons for doing so. The treasurer will ask any plotholder requesting the over 60’s discount to show him proof of age but will not retain this information other than to say proof was given.
Data control regarding the Shopkeeper’s role
The committee member in charge of the day to day running of the site shop will keep all personal data safe. The gathering of this data, example: lists of what plotholders have purchased and what they paid or what they need to pay. No record book shall be left on the counter on display for others to see. It shall be kept by the shop keeper alone under lock and key and accessed when needed. No other member is to have a duplicate key to this information. If another committee member including elected officers wishes to request information from the shop keeper they will only be given access to it to carry out their duty as a committee member and will be asked for their reasons for doing so.
Data control regarding the Secretary’s role
The secretary will protect any personal data pertaining to the role, examples: data regarding bringing new potholders on to the allotments, collating and maintaining a waiting list containing personal data, contacting new members using their personal data shall be done by the secretary alone. Any and all documents that have personal data regarding plotholders plots, applications for structures, complaints, and disciplinary documents shall be kept by the secretary alone.
All personal data pertaining to the secretary’s role shall be kept by the secretary alone under lock and key. No other member is to have a duplicate key to this information. If another committee member including elected officers wishes to request information from the secretary they will be only given access to it to carry out their duty as a committee member and will be asked for their reasons for doing so. The Secretary is to ensure that data is relevant and up to date.
Data control regarding the Deputy Secretary’s role
Undertake the duties of the Secretary during his/her absence, to follow the data protection policy regarding the secretary’s role.
Data control regarding the Chairperson’s role
To make sure the committee in charge follows the law of the GDPR policy. In doing so he/she can ask to see the personal data storage of each role once a month if required to confirm accuracy. The Chairman is not to take any personal data away for inspection it should be done only at the location of storage. The chairman is not to store any plotholders person data in his role as Chairman.
Data control regarding all the committee
Members will be asked to confirm or correct the information the society holds about them when they pay their rent or renew their membership each year. A review may be conducted if felt necessary by the General Committee.
The society will only hold as much as needed, and only for as long as needed. There are good reasons for holding ex-plot holders’ details for a time in case of further contact. Records will not include a member’s age or date of birth. Allow the subject of the information to see it on request – This is a legal right, and members will be allowed to inspect the data held on them. No committee member is to keep personal phone numbers of plot holders without their expressed permission.
Additions from LCC
You will have to inform every person joining the waiting list that their details will be kept on file for the purpose of contacting them when a plot becomes available. Whilst on the waiting list any data you have will not be shared with anyone else and will be kept on file until such time as a plot becomes available.
Once they become an allotment holder you will then inform them that the data will be shared with Liverpool City council for recording purposes and will only be for issues relating to the allotment. I.E EVICTIONS. Again the data will not be shared with any 3rd party and stored securely.
You will let them know what data you require. Name, Address, D.O.B, Phone number, e-mail (optional) the committee don’t need to ask for D.O.B but when it comes to an official allotment agreement it is required and is asked for on the allotment agreement. This is the only document that is to have plotholders DOB.
In summary, you just need to inform the individual about why you keep their data, what the committee and LCC need it for. Communication purposes and records of allotment holders, it will be kept in a safe place. They just need to give permission.
Please note if your computer was hacked same as LCCs it would not be your fault or ours as no-one can foresee something of this nature happening and you would have taken reasonable steps to keep information secure.