The New Forest and District Beekeepers Association takes your privacy seriously. We are a ‘controller’ of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rightsas a data subject and how to exercise them.
What we need from you
When you apply to become a member or renew your membership we may ask you for some or all of the following personal information:
●Contact details – name, address, email address and phone number, location of hives, years beekeeping experience, and details of other beekeeping associations that you may belong to.
If you do not provide us with all of the personal information that we need, this may affect our ability to offer you our full membership services and benefits.
Why we need your personal information – contractual purposes
We need to collect our members’ and customers’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:
●Provide you with core member services, including confirmation of membership, membership card, end of year renewal notice and information about events in the association.
●Set up an online membership account enabling you to manage your membership and communication preferences.
Why we need your personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
●Provide you with news and updates about the members’ events and meetings typically via email.
●To allow distribution of newsletters and magazines for those who subscribe, currently Beecraft
Magazine and Beekeepers Quarterly.
●Raise awareness of the association’s activities by capturing photos, videos, live streaming at events.
We will use this for promotion, education and development purposes.
●Respond to and investigate your questions, comments, complaints, concerns or allegations.
●Inform reciprocal Associations with whom you may wish to visit by way of letters of introduction.
Other uses of your personal information
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.
Who we share your personal information with
Where relevant, we may share your information with Hampshire Beekeepers Association and with The British Beekeepers Association with whom we are affiliated. Where relevant, we may also share your information with Bee Disease Insurance Ltd and the Bee Health Inspection and Advisory Service Souther Bee Inspector.
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include the Health and Safety Executive, and the Police for the purposes of safeguarding children. We may also share personal information with professional and legal advisors for the purpose of obtaining advice.
Third party suppliers with access to members’ personal data
The Association may use third party suppliers to provide services. These Suppliers may process personal data on our behalf as ‘processors’ and are subject to contractual conditions to only process that personal information underour instructions and protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
How we protect your personal information
Your personal information is accessed by our Membership Secretary and NF&DBKA Administration staff only for the purposes set out above. It is stored by the association in an electronic format. Access is password protected and there are firewalls in place to protect against external breaches. All paperwork records are held
in a secure locked filling cabinet. Your personal data is transferred electronically into our database which is password protected.
How long we keep your personal information
We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for 2 years.
You have a right to:
●Change your communication preferences or restrict the processing of your personal data for specific purposes
●Request that we correct your personal data if you believe it is inaccurate or incomplete
●Request that we delete your personal information
●Access the personal information that we hold about you through a ‘subject access request’. You can contact us:
NF&DBKA Membership SecretaryEmail: email@example.com