THE KILLINCHY BEEKEEPERS ASSOCIATION
Privacy Policy
Protecting Your Personal Data
INTRODUCTION
The Killinchy and District Beekeepers Association (referred to in this policy as “the Association”, “we”, “us” or “our”) is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
COMPLIANCE AND RESPONSIBILITY
As a small voluntary organisation, the Association is not required to appoint a Data Protection Officer. However, responsibility for data protection compliance rests with the Association’s officers and committee.
If you have any questions, concerns, or requests relating to your personal data, please contact:
Association Secretary
Email: kbkasecretary@gmail.com
PERSONAL DATA WE COLLECT
When you join or renew your membership, the Association routinely collects the following personal data:
-
Name
-
Postal address
-
Email address
-
Telephone number
In addition, where relevant, we may collect and hold further information including:
-
Committee roles or offices held
-
Teaching or beekeeping qualifications
-
Disclosure and safeguarding checks (where required)
-
Beekeeping experience, mentoring involvement, and participation in Association activities
All personal data is collected with your knowledge and, where required, your consent.
HOW WE USE YOUR PERSONAL DATA
We use your personal data for the following purposes:
-
To administer and manage membership of the Association
-
To communicate information, events, and notices to members
-
To arrange affiliation and insurance cover through the Ulster Beekeepers Association (UBKA)
-
To support mentoring, training, and other Association activities
We only use your data for purposes that are necessary and relevant to the running of the Association.
WHO YOUR DATA IS SHARED WITH
Your personal data is not sold or shared for marketing purposes.
We will only share your information with:
-
Ulster Beekeepers Association (UBKA) — solely for the purposes of affiliation, insurance, communications and related administrative requirements
No other third parties will receive your data unless required by law.
SOURCE OF YOUR DATA
Most personal data held by the Association is provided directly by you when you:
-
Join the Association
-
Renew your membership
-
Update your membership details
Where appropriate, information held by UBKA may be updated by the Association using details you have supplied.
WHO HAS ACCESS TO YOUR DATA
Access to personal data is limited to:
-
Members of the Association’s committee, where access is necessary to carry out their official duties
-
Sub-contractors or service providers acting on behalf of the Association (for example, distributing communications), who are required to use the data only for the specified purpose and to keep it confidential
LEGAL BASIS FOR PROCESSING YOUR DATA
Under UK GDPR, the Association processes personal data on the following legal bases:
-
Legitimate interests — for the effective administration of a membership organisation supporting beekeepers and beekeeping
-
Legal obligation — for data relating to financial, accounting, insurance, or regulatory requirements
-
Consent — where required, such as for optional communications
YOUR RIGHTS AND SUBJECT ACCESS REQUESTS
You have the right to request access to the personal data we hold about you.
To do so, you may make a Subject Access Request (SAR) by contacting the Association Secretary. Specifying the information you require will help us respond promptly.
-
There is normally no fee
-
We will respond within one month
-
A reasonable fee may be charged if a request is manifestly unfounded, excessive, or for additional copies
SPECIAL CATEGORY DATA
UK GDPR defines certain sensitive information as “special category personal data” (for example, health or ethnicity).
The Association does not normally process or retain special category personal data, except where safeguarding or legal requirements apply, and only where appropriate safeguards are in place.
YOUR OPTIONS: LIMITING, CORRECTING OR REMOVING DATA
You have the right to:
-
Request correction of inaccurate data
-
Request restriction of how your data is used
-
Request deletion of your personal data (subject to legal requirements)
You may choose to limit the contact details you provide, provided at least one method of contact (e.g. email) is available. Please note that limiting details may affect services such as postal communications or insurance cover, which require a postal address.
You are not required to provide your date of birth unless:
-
You are under 18, or
-
You wish to participate in age-restricted events or claim age-based concessions
You may also opt out of receiving informational emails from the Association or those forwarded on behalf of UBKA or affiliated organisations.
All such requests should be made to the Association Secretary.
DATA RETENTION
We will retain members’ contact details for up to one year after membership lapses or resignation, in case the individual wishes to rejoin.
You may request deletion of your personal data at any time.
Other records, such as financial or governance documents, are retained for the period required by law.
DATA RELATING TO DECEASED MEMBERS
The Association does not retain personal data relating to members following their death. Confirmation of deletion can be provided to a next-of-kin upon request.