The Epping Horticultural Society holds contact and payment details for members for the purpose of maintaining membership records, sending out the newsletter, and keeping members informed. The details include a householder’s name and postal address and whether they have subscribed in a particular year. Details may also include a telephone number and email address, if provided, outings that a person has been on or purchase schemes they have participated in and any details needed in making payment. We also keep a record if someone decides to leave the society or leaves the district so that we do not contact them in future to renew membership. The Society may also hold preferences notified to us by members. We expect to hold membership information for five years, and any payment information for only as long as is needed to carry out payment. An annual membership list of names and addresses will be archived.
The Society holds members’ email addresses for three purposes: direct contact with individuals, sending out the newsletter by email if requested and sending out occasional email updates about events the society is involved with or is putting on. In the case of email updates and the newsletter, we send these by consent or explicit request. You may change your mind at any time and opt out of receiving these emails.
Where the contact form is used, details supplied will be used to contact you and passed to the relevant person to respond to you. You will not be subscribed to email lists unless you ask us.
Suppliers, exhibitors & judges
The Epping Horticultural Society holds contact and payment details where appropriate of suppliers, exhibitors and judges for the purpose of buying supplies, and organising shows or competitions. The Society will hold this information for up to five years.
The Society must keep the accounts for seven years following the tax year in which transactions occurred. Any individual named in the accounts will have those details retained for seven years by the Society.
The Epping Horticultural Society has archives which include minutes of meetings and records of events it has held. These records may name people who took part in in events or were present at meetings. These records will be held indefinitely for historical research purposes.
The Epping Horticultural Society does not share personal data with other organisations. If it becomes necessary for the purpose of running a scheme then affected members of the scheme will be informed and the policy updated.
Legal Bases for processing
The Society relies on the following legal bases for processing personal data:
- Membership information, contact details, trip, purchase scheme membership and supplier information: Contract
- Preferences: Consent
- Accounts: Legal Obligation
- Archives: Historical research
Changes and accuracy
The Society wants its data to be accurate and up to date. If your details change or you wish to opt in or out of email, or if you want to see a copy of your membership record, or if you think there is a problem with the way we are handling your data, then please contact the Membership Secretary using the contact form on our Contact us page or using the details on the membership card.
You may also complain to the Information Commissioner’s Office at https://ico.org.uk or Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.