General Data Protection Regulation (GDPR)

Introduction

The Friends of Bromley Town Parks & Gardens (FoBTPaG) is a privacy conscious organisation and takes your privacy seriously. This policy follows the guidelines set out in the General Data Protection Regulation (GDPR), which enhances the Data Protection Act 1998.  It sets out details of the personal information which we may collect from you and how we use and store that information, as well as your rights regarding our holding that information.

Collection of Personal Information

FoBTPaG collects personally identifiable data in the following ways:

• Through completion of a FoBTPaG membership application form
• Acceptance for inclusion on a mailing list or database
• By signing up for a FoBTPaG event
• Through research, surveys or monitoring activities
• By entering into email, telephone or postal correspondence with a FoBTPaG committee member.

The data collected will normally be limited to your name and address, email address and your telephone number.

FoBTPaG’s Reasons for Holding Your Personal Data

We hold the personal information you provide to us for the following purposes:

• To maintain our records
• To respond to any enquiries you may make
• To contact you about events (including work parties), campaigns, offers and opportunities available to FoBTPaG members
• To facilitate the administration of your membership, including inviting renewals
• To administer any FoBTPaG events in which you participate or may wish to participate and to deal with any incidents involving you
• To create anonymous aggregated information about our members to enable us to secure funding for any projects.

Access to Your Personal Information

Access to your personal information is strictly limited to FoBTPaG committee members who perform the functions outlined above, including the Chair, Secretary, Treasurer, Membership Secretary and Data Protection Officer.

If you book to participate in a FoBTPaG event, some or all of your personal information may be shared with the FoBTPaG member/s running the event.

Storage of Your Personal Information

FoBTPaG stores your information in electronic form. Data may be held on a local database or a secure server in London. Data is not transferred outside the UK. Server backups are held in encrypted form. Access to all personal data is always password protected. If you pay your subscription online, we do not have access to any credit or debit card information at all.

Disclosure of Personal Information to Third Parties

Personal Data may be stored on online databases to facilitate membership administration and mailing of newsletters.  

FoBTPaG will not otherwise share your personal information with any third party unless we are under a duty to do so to comply with any legal obligation/UK law.

We do not collect or compile personal information for dissemination or sale to external parties for marketing purposes, nor do we host mailings on behalf of third parties.

Retention of Personal Information

For FoBTPaG members, we retain personal information from the date you first subscribed until one year after your membership lapses. This is so that we can, for example, invite you to renew your membership during that year.

For newsletter subscriptions, your name will be held on our newsletter database until such time as you unsubscribe from this service. You may do this at any time by clicking the “unsubscribe” link at the foot of every newsletter email.

Data Protection Officer

FoBTPaG’s Data Protection Officer who is responsible for ensuring FoBTPaG’s compliance with the GDPR can be contacted at membership@bromleytownparks.org.uk

End of document