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Page last updated 25 May 2018

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Privacy Policy

Portishead in Bloom and the General Data Protection Regulations (GDPR)

From 25th May 2018 we have a duty to process and secure personal information from our members in accordance with these European Rules.

What personal data do we collect?

We collect information provided by or about our friends in connection with our activities of maintaining our gardens and tubs which includes voluntary hours, invitations to work parties, support activities and other events.

The data that we collect from you mainly comes from your membership details, although in the future additional information may be collected to support the various activities and events in our calendar.

The personal information we currently collect is:

1. Name
2. Address
3. Email address
4. Phone Numbers
5. Volunteers list – this is where you indicate how you can help, e.g. work parties, bucket collections
6. When taking a part in a work party or event we may take your photograph. Images may be used in the preparation of Open Garden programmes and other publicity material, including (but not limited to) the town display-boards, our website, our judges pack, Social Media and local newspapers
7. Name and contact details for those people expressing an interest in joining Portishead in Blooms Friends list
8. Settlement of Expenses Claims

How do we use your personal data?

The Friends personal data is processed so that we may efficiently manage the activities of Portishead in Bloom. The data is used to produce:

• Email lists for us to send information to you, such as the Newsletter, details of our work parties, dates for your diary and requests for you to help us
• The “work party” data helps the Committee to find volunteers to help for example with the bucket collections, tub emptying and filling and celebration evenings
• Your name, email address and phone number(s) may be communicated to Committee members or team leaders so that they may contact you

Under the terms of the GDPR we assign your personal information into categories which in turn define the rights and duties of both us and you the “data subject”. This information we regard as being given by consent, except in the case of point 8, settlement of expense claims. The settlement of expenses claims will contain your name and the amount and method of settlement. In this case the information is of “Legitimate Interest” and forms an integral part of the accounting information we need to maintain on behalf of Portishead in Bloom. This applies in any accounting transaction.

Our Open Garden programmes are public documents and our newsletters are shared amongst our committee, friends and other interested parties. The newsletters are also given to other people (but not exclusively) such as people interested in joining Portishead in Bloom and our RHS Judges, and displayed on our notice boards. Back copies of the Newsletters are also available.

What are my rights?

Under the terms of the GDPR you have several rights including:

• A right to be informed about the collection and use of your personal data
• A right of access, to obtain details of the information we retain
• A right of “rectification”: when we hold inaccurate or incomplete personal data you can request it is corrected
• A right of erasure, the “right to be forgotten”, although there can be restrictions upon this
• A right to remove your consent to the receipt of emails and use of your email address
• A right to restrict processing
• A right to object
• Rights in relation to automated decision making and profiling

Please contact a member of the Committee or Chair if you wish to discuss the personal data we hold and its use.

We shall retain all your personal information within Portishead in Bloom and in a secure manner. Should you wish to re-join after your personal details have been removed you will be required to acknowledge our Privacy Policy.

However, in line with normal standards, our accounting records are retained for 7 full accounting periods.

We do not pass your personal information to other organisations unless required for some lawful purpose.

Changes to this Privacy Policy

We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there will be any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first.

How to contact us

For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us in one of these ways:

By phone to the Chair

By email: portisheadinbloom@btinternet.com

This Privacy Policy was last updated on 25 May 2018.