Huddersfield & District Beekeepers Association Privacy Notice
What personal data does Huddersfield & District Bee Keeping Association (HDBKA) collect?
The data we routinely collect includes members’ names, addresses, phone numbers and email addresses.
For some of our members we may hold additional information such as committee memberships, teaching qualifications, DBS checks done with the member’s knowledge and permission.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, and the organisation of events.
Where does this data come from?
Members provide their data to HDBKA on the membership form, when joining the Association.
How is your data stored?
This information is mainly stored in digital form on computers and in the form of written documents stored at District Beekeepers Associations in compliance with the GDPR.
Who is your data shared with?
Data is uploaded to the British Beekeepers Association (BBKA) database ER2 for their use as explained in the section below. From ER2, member data is also shared with the Yorkshire Beekeeping Association (YBKA). This is because by joining HDBKA, you also gain membership of YBKA and BBKA.
For beekeeping members, personal details are shared from ER2 to the Bee Disease Insurance scheme (BDI).
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that HDBKA discharges its obligations under the GDPR is Andy Caveney, Association Secretary.
Who has access to your data?
The Association Treasurer and Membership Secretary have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
The Association Secretary has access to contact details for circulating communications to members.
The Association Swarm Coordinator has access to contact details for those members who have agreed to act as a Swarm Collector and are on call-out list.
There are no sub-contractors of HDBKA to whom access to member data is given.
What is the legal basis for collecting this data?
HDBKA collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact the Association Secretary.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does the HDBKA collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used:
How long we keep your data for, and why?
We normally keep members’ data for a period of one year after they resign or their membership lapses, in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.
Other data, such as that relating to accounting, insurance or personnel matters, is kept for the legally required period. For instance, in order to evidence Gift Aid claims we need to hold members details for up to seven years to comply with any future HMRC query.
What happens if a member dies?
We normally keep members’ information after they die for a period of one year. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.
The data we routinely collect includes members’ names, addresses, phone numbers and email addresses.
For some of our members we may hold additional information such as committee memberships, teaching qualifications, DBS checks done with the member’s knowledge and permission.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, and the organisation of events.
Where does this data come from?
Members provide their data to HDBKA on the membership form, when joining the Association.
How is your data stored?
This information is mainly stored in digital form on computers and in the form of written documents stored at District Beekeepers Associations in compliance with the GDPR.
Who is your data shared with?
Data is uploaded to the British Beekeepers Association (BBKA) database ER2 for their use as explained in the section below. From ER2, member data is also shared with the Yorkshire Beekeeping Association (YBKA). This is because by joining HDBKA, you also gain membership of YBKA and BBKA.
For beekeeping members, personal details are shared from ER2 to the Bee Disease Insurance scheme (BDI).
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that HDBKA discharges its obligations under the GDPR is Andy Caveney, Association Secretary.
Who has access to your data?
The Association Treasurer and Membership Secretary have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
The Association Secretary has access to contact details for circulating communications to members.
The Association Swarm Coordinator has access to contact details for those members who have agreed to act as a Swarm Collector and are on call-out list.
There are no sub-contractors of HDBKA to whom access to member data is given.
What is the legal basis for collecting this data?
HDBKA collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact the Association Secretary.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does the HDBKA collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used:
- You could maintain your Association membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we, YBKA and BBKA are able to provide you with in the way of written information, so you would not be able to get the BBKA News delivered in printed form or any other benefits that require a postal address.
- You do not need to provide us with your date of birth unless you wish to enter age-limited events or gain any concessions based on age.
- You may choose not to receive information emails from HDBKA.
- Any of these options can be implemented for your Association membership by contacting the Association Secretary.
How long we keep your data for, and why?
We normally keep members’ data for a period of one year after they resign or their membership lapses, in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.
Other data, such as that relating to accounting, insurance or personnel matters, is kept for the legally required period. For instance, in order to evidence Gift Aid claims we need to hold members details for up to seven years to comply with any future HMRC query.
What happens if a member dies?
We normally keep members’ information after they die for a period of one year. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.