Upper Nar Gardeners Group is committed to protecting your personal information and being transparent about what information we hold.
The purpose of this notice is to provide clarification on how Upper Nar Gardeners Group uses the personal information given to us whether that’s online, via the phone, via email, in letters/other correspondence or from data provided to us by third parties.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. This notice explains:
• What information Upper Nar Gardeners Group may collect about you;
• How we will use that information;
• Whether we disclose your details to anyone else;
• Your choices regarding the information you provide to us; and
If you have any queries about this privacy notice or how we process your data please refer to our ‘How to contact us’ section at the end of this notice.
Information we collect
Regardless of your interaction with us we only collect the personal data we need which may include:
Contact Information e.g. name, title, email address, postal address or telephone number.
Other personal information e.g. demographic information and pictures. This information is collected only if needed for the purposes of your interaction with us.
Usage information. We collect usage information about you whenever you interact with our website and services. This includes which webpages you visit, what you click on, when you perform those actions and so on.
Device and browser data. We collect information from the device and application you use to access our services. Device data mainly means your IP address, operating system version, device type, system and performance information, and browser type. If you are on a mobile device we also collect the unique user ID (UUID) for that device.
Referral information. If you arrive at Upper Nar Gardeners Group’s website from an external source (such as a link on another website or in an email), we record information about the source that referred you to us.
Social Media information. Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services. If you have any concerns about these apps please revisit your individual privacy settings for each app.
Sensitive data. Data Protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal data and covers health information, race, religious beliefs and political opinions. We do not usually collect ‘sensitive personal data’ unless there is a clear reason for doing so, such as acting as a volunteer on our behalf where we need medical information to ensure that we provide appropriate support or where we have contractual obligations to do so for a funding partner. We will always make it clear to you when we collect this information from you, what sensitive personal data we are collecting and why.
How we use your personal data
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (GDPR), UK data Protection Act and the Privacy and Electronic Communication Regulation.
Legal bases and legitimate interests
When we collect and use your personal information, we will make sure this is done in line with at least one of the legal grounds available to us under Data Protection law.
One of these is where we have your consent to use your information for a specific purpose, such as to send you a marketing email/text or to provide you with a product, service or information that you requested.
Another is where we have a legal obligation to use or disclose information about you – for instance, where we are ordered by a court or regulatory authority.
In certain instances, we may collect and use personal information where it’s necessary in our legitimate interest as a community interest voluntary group, this includes being able to:
• pursue our community interest voluntary group purpose to deliver our aims and objectives;
• manage our ongoing relationship with our members/supporters and anyone else we work with and maintain and administer our member/supporter database and systems;
In all cases, we balance our legitimate interests as a community interest voluntary group against your rights as an individual and ensure we only use personal information in a way that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.
We want to ensure you receive the level of information about Upper Nar Gardeners Group that is right for you.
By subscribing to Upper Nar Gardeners Group emails or opting in to email communication from Upper Nar Gardeners Group, you have given us the right to use the email to keep you informed about the group.
It is always your choice as to whether you want to receive information about our work and the ways you can get involved. If you do not want us to use your personal information in these ways please indicate your preferences on the form on which we collect your data.
You can also change any of your contact preferences at any time (including telling us that you don’t want us to contact you) by informing us as detailed in the ’how to contact us’ section at the end of this privacy notice.
We’ll always act upon your choice of how you want to receive communications (for example, by email, post or phone). However, there are some communications that we are obliged to send. These are essential to fulfil our promises to you as a member of the Upper Nar Gardeners Group.
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.
Sharing your data
We will never share your information with third parties for their own purposes, unless:
• you give us your permission to; or
• we are legally required to do so.
Transferring data outside the EEA
Upper Nar Gardeners Group’s operations are based in the UK and we store most of our data within the European Union (EU). Sometimes organisations who work on our behalf may manage information outside the EEA. In those circumstances, we will ensure that we have a valid reason for doing so under current Data Protection Legislation and that your data is being properly secured.
How we secure your data
We operate a robust and thorough process for assessing, managing and protecting new and existing systems which ensures that they are up to date and secure against the ever changing threat landscape.
When you trust us with your data we will always keep your information secure to maintain your confidentiality. By utilising strong encryption when your information is stored or in transit we minimise the risk of unauthorised access or disclosure; when entering information on our website, you can check this by right clicking on the padlock icon in the address bar.
We keep your personal information only for as long as required to operate our services in accordance with legal requirements, tax and accounting rules and funding partner requirements. Where your information is no longer required, we will ensure it is disposed of in a secure manner. If you would like to know how long we will hold any specific information, then please contact us and we can provide further details.
Upper Nar Gardeners Group is committed to protecting the privacy of minors that engage with us through our work with young people. When we collect information about a child or young person aged under 18 we will make the reasons for collecting this data very clear including how it will be used.
Links to other websites
Your data protection rights
Where Upper Nar Gardeners Group is using your personal data on the basis of consent, you have the right to withdraw that consent at any time. To withdraw your consent or change any of your preferences please contact us as detailed in our ‘how to contact us’ section at the end of this privacy notice.
Subject access rights
If you would like further information on your subject access rights or wish to exercise them, please contact us directly as detailed in the ‘how to contact us’ section at the end of this privacy notice.
If you wish to exercise your rights you will be asked to provide the following details:
• The personal information you want to access;
• Where it is likely to be held;
• The date range of the information you wish to access
You will need to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.
Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex.
How to contact us
Our contact details are:
Post: Upper Nar Gardeners Group, ℅ Mileham Village Hall, The Street, Mileham, King's Lynn, PE32 2RA
Telephone: Please call 03301027467 and select option 3.
Or use the Contact Form
What to do if you’re not happy
In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissioner's Office (ICO) if you have any questions about Data Protection or are unhappy with how we have used your data. You can contact them using their helpline 0303123113 or at www.ico.org.uk
Updating this policy
We may update the terms of this policy at any time, so please do check it periodically. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website(s). By continuing to use our website you will be deemed to have accepted such changes.