HHS Data Retention and Handling Policy

  1. Highgate Horticultural Society (‘the Society’) is a voluntary, not for profit unincorporated association, founded in 1859, which exists for the purpose of promoting the appreciation of gardening in Highgate and elsewhere.
  2. The Society is a voluntary membership society. It is funded principally through the annual subscriptions of its members.
  3. The Society considers that it has two lawful bases for processing personal data:
    1.      The primary basis is the voluntary consent of its members, who subscribe to the Society
    on an annual basis.
    2.      The secondary basis is a legitimate interest, namely the continuation of a historic society that has existed for in excess of 150 years and which exists for the public benefit.
  4. The Society’s policy for obtaining the voluntary consent of its members for the retention and handling
    of their personal data is as follows:
    1.      The Society considers that it has the consent of its present members to retain and handle their personal data in line with the purposes set out at paragraph 7 below. Society members will be referred to this policy, which will be published on the Society's website, and paper copies will be made available upon request. Members with whom the Society communicates solely by post will receive a copy of this Statement in the mail.  
    2.      The Society will seek an unambiguous statement of consent from members who join from 25 May 2018. For this purpose the Society will incorporate a Personal Data Statement and an explicit request for consent for the retention and handling of personal data into its applications for membership.  
    3.      Members may withdraw their consent at any time by contacting either the Secretary
    or Membership Secretary.
  5.  The data collected from Society members comprises their name, address, telephone number and email address.   
  6.  Personal data collected from Society members is stored in a spreadsheet maintained by the Membership Secretary or nominated delegate. The spreadsheet will be password protected.
  7. Personal data will be used:
    1.      To send out annual requests for subscription to the Society for the forthcoming year.  
    2.      To send information to Society members regarding the Society’s three annual Shows, and to                               send information regarding ad hoc events such as garden outings.  
    3.      To send notices and news regarding the Society, including notification of the Annual General Meeting.
  8. Personal data collected from Society members will be used only for the purpose of keeping members informed of the Society’s business and activities, and (save for where compelled by law) will not be provided to any third party for any reason whatsoever.

HHS Personal Data Statement

  1. Highgate Horticultural Society (‘the Society ’) is a voluntary, not for profit unincorporated association, founded in 1859, which exists for the purpose of promoting the appreciation of gardening in Highgate and elsewhere.
  2. The Society is a voluntary membership society. It is funded principally through the annual subscriptions of its members.
  3. The Society collects and keeps a database of the names and contact information of its members.
    HHS uses this data:
    1. To send members their annual membership cards and to request subscriptions for the forthcoming year.
    2. To inform members of the Society’s Annual General Meeting and other Society news.
    3. To inform members of the Society’s three annual Shows, and of other events such as garden outings.
  4. The database of members is password protected and is currently maintained by the Membership Secretary, Ms Myfanwy Probyn (48 Brookfield Mansions, Highgate West Hill, London N6 6AT; mprobyn@gmail.com ). If you have any queries regarding the handling of your data,
    please contact Ms Probyn.
  5. Unless required to do so (for example, by court order), the Society will not give access to the membership database to any third party for any reason whatsoever. In particular, members’ contact information will never be sold.
  6. As a result of European rules, the Society must get your consent to holding your contact information in its membership database. For that purpose, the Society includes this Statement and a request for your consent to hold and use your data with your application for membership. Please return the consent form to the address provided.
  7. Members may withdraw their consent at any time by contacting Ms Probyn (details at paragraph 4 above). The data of individuals who cease to be members will be deleted promptly and no later than one year after their withdrawal from the Society.

HHS Membership Subscription and Data Consent Form

I wish to subscribe to membership of the Highgate Horticultural Society for the forthcoming year.

SUBSCRIBE

I have read the Personal Data Statement and I consent to Highgate Horticultural Society holding my name and contact information in its membership database

CONSENT