THIS PRIVACY POLICY
APPLIES TO MEMBERS OF NORTH EAST WORCESTERSHIRE BEEKEEPING ASSOCIATION. IT EXPLAINS HOW WE PROCESS PERSONAL
INFORMATION ABOUT YOU IN RELATION TO MEMBERSHIP OF OUR ASSOCIATION.
Introduction
North East Worcestershire Beekeeping Association (NEWBKA) is a membership organisation for
beekeepers in the local area. In turn NEWBKA is itself a member organisation
of The British Beekeepers Association (BBKA) and acts as an agent for the
collection of subscriptions and premiums for Bee Diseases Insurance Ltd. (BDI) NEWBKA
also has relationships with [Beecraft / Beebase / BeeConnected] This Privacy Policy
applies to all these activities. For the
purposes of this statement members, whether individuals, branches other groups
are referred to as ‘members’
We maintain high standards of confidentiality regarding the personal
information provided to us by our members.
This Privacy Policy has been prepared to inform you of our policies and
practices concerning the collection, processing and security of your personal
information which we use in relation to our activities within NEWBKA.
Personal information
For this Privacy Policy, personal information means any
information we may hold about you, which is recorded in any form. In order to
provide you with membership and other services we offer and to keep you in
touch with you about our activities. We have a contractual obligation to
process your personal information and this Privacy Policy explains why and how we
collect, use and store your personal information.
What type of personal information
do we use?
All personal information is held in strict confidence and not
revealed to anyone outside NEWBKA unless
it is necessary in relation your membership of NEWBKA or is otherwise expressly or implicitly authorised by you or
required by applicable law.
In the course of our relationship with you, we will need to
collect, process, and sometimes, disclose various types of personal information
for various purposes associated with your membership. The personal information we collect may vary
between individuals and may include some or all of the following:
·
Your
full name and home address;
·
Contact
information, such as your home and mobile telephone numbers and e-mail addresses;
·
Details
of the numbers of beehives you manage;
·
Details
of any beekeeping qualifications you may hold
·
Details
of any offices you may hold or have held in your local, regional or national
beekeeping associations;
·
Whether
you have accepted or unsubscribed from our mailing lists or those of the BBKA
or other bodies we are members of, including [BDI, Beecraft, BeeBase,
BeeConnected]
·
Any
other personal information that you may voluntarily provide to us.
How do we use your personal
information?
NEWBKA uses personal information for the
purposes set out in this Privacy Policy. Under no circumstances will we sell any
of your personal information to another organisation for them to promote their
products or services to you.
We may use your personal information for the following
purposes:
·
Information:
to provide you with details of our activities, and those of other beekeeping
groups;
·
BBKA;
to enable BBKA to provide the services to you that we have agreed, including
the provision of a monthly magazine by post, email or other means as you have
indicated
·
Insurance
(BDI): to fulfil our obligations under the insurance contract with BDI that we
act as agents for in this matter.
·
Any
purpose which is required by applicable law; and
·
To
carry out any other purpose which is disclosed to you and to which you consent.
You may ask for your details to be modified at any time.
We may also disclose personal information about you to other organisations
that perform services for us. Only such personal information as is relevant will
be provided to such organisations, providing they agree to provide appropriate
protection for such information.
Use of your information
outside the European Union
We may sometimes need to transfer your personal information
to countries outside the EEA where the level of protection may not be as
comprehensive as it is within the EEA.
Where appropriate, we have procedures in place to ensure that your
personal information is adequately protected.
Accuracy and access
We will endeavour to ensure that any personal information
provided by you and/or held by us is as accurate, current and complete as
necessary for the purposes for which we use that information.
You have a right to request access to your personal
information and to request a correction to it if you believe it is inaccurate.
In the event that you believe that your personal information is not accurate or
you require access to your personal information, you may make a request using
the contact details below.
We will always endeavour to provide timely access to your
personal information. However, we may verify your identity to our satisfaction
prior to doing so. Further, there may be circumstances where access cannot be
granted. For example, where access would lead to the disclosure of personal
information of another individual and that individual refuses to provide
consent to the disclosure, or information subject to privilege or other legal
restrictions. In such cases you will be notified of the reason why it is not
possible to grant access to your personal information.
Limiting collection,
use, disclosure and retention of personal information
NEWBKA may collect and store your personal
information in many forms (hard/soft copy, electronically, facsimile, telephone
conversations/recordings, etc.), but will only do so by lawful means and only
for necessary purposes that have been disclosed to you.
Personal information collected in any form will only be
retained so long as it is required: a) for the purpose for which it was
collected; b) to be retained by law; or c) to address any issues that may arise
at a later date. When your personal information is no longer required for these
identified purposes, we use secure procedures to destroy, delete or erase the personal
information.
Consent
By providing your personal information to NEWBKA, you agree that we may collect,
use and disclose your personal information in accordance with the terms of this
Privacy Policy, as updated from time to time. If you do not agree with these
terms, you are requested not to provide any personal information to us, other
than that which is necessary in relation to your membership with NEWBKA.
Please note that there are circumstances where the use and/or
disclosure of personal information may be justified or permitted or where NEWBKA may or must disclose information
without consent, in accordance with the applicable law. Where obliged or
permitted to disclose information without
consent, NEWBKA will not
disclose more information than is required for the purpose that obligates or
permits us to disclose such information.
You have the right to revoke your consent to the collection,
use and disclosure of your personal information at any time. We will discuss
with you the reason we need your personal information and why the revocation of
your consent affects our ability to continue with certain aspects of your membership
with NEWBKA, including the provision
of benefits you have paid for.
Storage and security
NEWBKA has taken steps to maintain
physical, procedural and technical security for personal information. We will take appropriate technical and
organisation measures to keep your information confidential and secure in
accordance with our internal procedures for covering the storage, access and
disclosure of information. NEWBKA
intends to use the services of eReturn2 provided by BDI Ltd and Purely
Solutions Ltd as the prime method of storing and processing your membership
data, as this provides a fully secure and GDPR compliant membership system,
however information may be also kept in paper files.
§
eReturn2: BDI
/ Purely Solutions act as a ‘Data Processor’ in relation to our membership
services. NEWBKA have a contract
in place which confirms that the processing of your data will comply with the
terms of this privacy policy.
§
Local data: There will be times when data is downloaded to local computers – e.g
for the printing of address labels. In
such circumstances data will be processed and deleted after processing. Any files stored locally will only be held on
password protected computers that will have anti-virus and anti-malware
protection installed. No data will be
emailed that is not password protected or otherwise encrypted either internally
within NEWBKA or to third parties.
Our website and social
media
This Privacy Policy includes activity in relation to our
website www.newbka.blogspot.co.uk
We cannot control the use of your personal information by external websites or
social media to which you subscribe or choose to access.
No personally identifiable information will be used on our
website.
You are not required to use social media to inform the public
that you are a member NEWBKA, but you
may do so, providing the information you use is accurate and is not derogatory
or defamatory. Use of your personal information and contact details on social
media or external websites is entirely at your discretion and NEWBKA cannot be responsible for the
actions of any third party organisations.
Accountability
NEWBKA takes the protection of personal
information seriously. We require all the other organisations that provide
services in connection with our activities to comply with these obligations.
In accordance with the Data Protection Act 1998, BCBKA is registered as a 'Data
Controller' on the public Register of Data Controllers as maintained by the
Information Commissioner. Our Data
Protection Officer (DPO) is Billy Drone.
Effective date of this
Privacy Policy
This Privacy Policy is in effect as of April 2018 and was
last updated on 18th June 2018.
In the event of any further updates, an appropriate notice will be issued
to you.
Contact us
Should you have any questions, complaints or concerns
regarding this Privacy Policy or the personal information we hold about you,
you can contact us as follows:
By e-mail: NEWBKA Membership Secretary