Under the General Data Protection Regulation, we the Killinchy and District Beekeepers Association (hereafter referred to as the association) have obligations to as to the way we manage your data we collect.
As a small organisation we are not required under the GDPR to appoint a data protection officer but if you have any queries or requests in respect of the association please address them to the association secretary, email address firstname.lastname@example.org.
The officers and committee are responsible to ensure that the regulations are complied with.
The association routinely collects from its members the following personal data upon you joining the association or on renewal of your membership;
Contact telephone number
The association will collect and hold further personal details such as committee membership, teaching qualifications, Child Protection checks.
Other data is collected and held in respect of relevant beekeeping experience, mentoring and involvement in association activities.
This information is collected with the members knowledge and permission.
WHAT DO WE USE THIS DATA FOR?
We use the data you provide to;
administer the membership of the association
enable the association to communicate information out to the members
enable the association to arrange affiliation and insurance cover with the Ulster Beekeepers Association (UBKA).
WHO IS YOUR DATA SHARED WITH?
The association will only share your information with the Ulster Beekeepers Association for the purpose described above.
WHERE DOES THIS DATA COME FROM?
The data we collect for most of our members is given by them when the join, renew or amend their membership via the association officers.
The information held by the UBKA may be updated by this association if you have given it information to update your record.
WHO HAS ACCESS TO YOUR DATA?
Members of the committee of this Association have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
Sub-contractors of this Association may be given access to data for specific tasks such as sending mailings.They are prohibited from using it for any other purpose.
WHAT IS THE LEGAL BASIS FOR COLLECTING THIS DATA?
This Association collects personal data that is necessary for the purpose of its legitimate interests as a membership organisation representing Honeybees and Beekeepers.
For some data, such as relating to financial matters, the basis for this collection and retention is to comply with our legal obligations.
HOW CAN YOU CHECK WHAT DATA WE HOLD ABOUT YOU?
If you want to know what data we hold about you, you can make a ‘Subject Access Request’ specifying what data you wish to know about will assist us reply quickly and efficiently.Applications should be addressed to the association secretary.There is normally no fee and the Association is required to reply to you within one month. A reasonable fee can be charged based on administrative costs if the request is manifestly unfounded or excessive, or for requests for further copies of the same information.
DOES THE ASSOCIATION COLLECT ‘SPECIAL’ DATA?
The GDPR refers to sensitive personal data as ‘special categories of personal data’. The Association does not hold any special data.
HOW CAN YOU ASK FOR YOUR DATA TO BE REMOVED, LIMITED OR CORRECTED?
There are various ways you can limit how your data is used.
You could maintain your Association membership with your correct name but limited contact details, the Association would however require at least one method of contacting you.For example your email address, but this would limit our ability to provide you with printed material or UKBA insurance as this requires a postal address.
You do not need to give us your date of birth unless you are under 18 or you wish to enter age limited events or gain concessions based on age.
You may choose not to receive information emails from this Association or those we forward on behalf of the UBKA or other affiliated associations.
Any of these options can be implemented by contacting the association secretary.
HOW LONG WILL YOUR DATA BE KEPT AND WHY?
We will hold members contact details for 1 year after they resign or their membership lapses, in case they wish to rejoin.However you may ask for your details to be deleted at any time through the association secretary.
Other data such as that relating to accounting or personnel matters is kept for the legally required period.
WHAT HAPPENS IF A MEMBER DIES?
We do not retain members’ information after they die.Confirmation of deletion can be provided to the next-of-kin upon request.