High Wycombe and District Beekeepers’ Association Privacy Notice
Types of data collected and how it is used.
The personal data we routinely collect includes members’ names, addresses, email addresses and telephone numbers. We collect this data directly from our members when they join the Association. Where appropriate we hold additional information such as committee memberships, beekeeping status and beekeeping qualifications.
We use members’ personal data for administration, the communication of information and the organisation of events.
Certain membership data is passed to the Bucks County Beekeepers’ Association (BCBKA), the British Beekeepers’ Association (BBKA), the Bee Disease Insurance Scheme (BDI), and to certain magazine publishers where a subscription to the magazine has been taken out by the member through the Association. We do not pass members’ data to any other organisation.
Collection of data
Data for most of our members comes from the individual member when they join the HWBKA, or when they update their information. Where appropriate updates are made these will be passed on to the organisations listed above.
The data is stored in digital form on computers and in written documents stored at the homes of certain members of the executive committee and designated officers of the HWBKA.
Compliance with the relevant laws and regulations
The person who is responsible for ensuring that HWBKA discharges its obligations under the GDPR is the current chairman of the executive committee.
Access to data
Members of the committee of HWBKA and certain other Association members appointed by the committee for the hiring of equipment and swarm collection have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
Sub-contractors of HWBKA may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.
Legal basis for collecting data
HWBKA collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation representing honey bees and beekeepers.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
To check what data we have about an individual member
To see the basic membership data we hold about you, contact the Membership 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 no fee for this.
Special categories of personal data
The GDPR refers to sensitive personal data as “special categories of personal data”.
HWBKA does not record any such special data.
To ask for data to be removed, limited or corrected
There are 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, this will reduce our means of communicating with you. Contact the membership secretary if you do not want to receive either emails, postal communications, or telephone calls from HWBKA.
Length of time data records are maintained
After a member resigns or their membership lapses we keep their data for a period of one year, but we will delete any former member’s data entirely on request.
However, certain data relating to the claiming of Gift Aid we will keep for up to seven years, to conform to HMRC requirements
We would normally keep members’ data for up to one year after they die, but will delete them if requested by their next-of-kin subject to HMRC requirements.