General Data Protection Regulation (GDPR) Privacy Policy

Who we are
The British Hosta & Hemerocallis Society (BHHS) is a membership organisation registered as a UK Charity (Registered Charity No. 1003489), which exists to increase knowledge about, foster interest in and preserve the history of hosta & hemerocallis.
The BHHS acts as a controller for the purposes of the GDPR. Individual officers of the Committee may act as data processors, in particular the Secretary and Membership Secretary.

Why we keep personal data and our legal basis for doing so
The BHHS keeps and uses personal data in order to run the Group efficiently and to provide all parties with the services they expect to receive. To do this the Officers and others involved in the organisation of the Group from time to time need to know who our members are and to be able to communicate with them. The Group is therefore adopting the legal basis of ‘Legitimate Interest’ to justify holding and using your personal data. The committee is satisfied that it is in the legitimate interests of the BHHS to maintain this data, that it is necessary and proportionate to do so and that the purposes for which the data is used cannot be achieved in any other, less intrusive, way.

What we keep and what we do with it
The BHHS stores and uses your contact details as provided by you. Those details are your name, address, telephone number and email address. We also have a record of the date you joined and last renewed your membership and your method of payment. We do not keep any bank details. We keep a written record of those attending meetings. We use the information to keep you informed about the BHHS activities and to send you newsletters (particularly the Journal) and reminders to renew your membership. The information is held electronically and in paper form as required. Every effort is made to ensure that your data is secure, including password protecting relevant documents. The data of all members of the Group is held by the Secretary, Chairman, Web Editor & Membership Secretary. Individual members’ details are made available to and held by other Committee members and other members involved in organising activities as and when required. Under some circumstances, your name and other appropriate individual data may be shared with an individual or institution which you are visiting with the BHHS for security purposes.

Who we share it with
We do not and will not share your information with anyone outside of the BHHS and under specific circumstances as described in the previous section. We also send emails with reminders to renew your membership. You can unsubscribe at any time by sending a request to membership@hostahem.org.uk.
 
How long we keep it
We keep your information for the greater of the duration of your membership of the BHHS or for 1 year after your last payment becomes due, unless you tell us that you do not wish to re-join. If you inform us that you are cancelling your membership all your data will be deleted from the electronic record within 6 weeks from us receiving that information.

Your rights under the GDPR
You have the right to:
  • Be informed about the collection and use of your personal data
  • Access the data held (a copy of your data will be provided on request)
  • Have any inaccuracies in your data corrected
  • Request your details be deleted from our records
  • Request that the use of your personal data is restricted
  • You have the right to object to the use of your personal data at any time.
If you wish to exercise any of the rights outlined above please contact the BHHS Secretary
 


Additional Privacy Policy – BHHS Website





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Copyright Holders
If you wish to contact a copyright holder, please email the Membership Secretary with your request.