What personal data does Barnsley BKA collect?
The data we routinely collect includes members’ names, addresses, email addresses and telephone numbers. We collect this data directly from our members when they join the Association. For some of our members we may have additional information such as committee memberships, beekeeping and teaching qualifications.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We provide your data to the British Beekeepers Association (BBKA) and the Yorkshire Beekeepers’ Association (YBKA) for their use as explained in the section below.
Who is your data shared with?
Your membership data is passed on to the BBKA and YBKA, of which you become a member when you join Barnsley BKA. Your personal data is not passed on by us to organisations other than the National Bee Unit (NBU) for the purpose of control of notifiable pests and diseases.
Where does this data come from?
Data for most of our members comes from them when they join Barnsley BKA or when they update their information. The information held by the BBKA may be updated by Barnsley BKA if you have given it permission to change your record.
How is your data stored?
This information is mainly stored in digital form on secure removable drives. Any information that is stored remotely is stored in compliance with the GDPR.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring Barnsley BKA discharges its obligations under the GDPR is the Treasurer, who acts as our Membership Secretary.
Who has access to your data?
Members of the committee of Barnsley BKA have access to members’ data in order for them to carry out their legitimate tasks for the organisation. Course co-ordinators have access to course member data for the duration of course administration.
Sub-contractors of Barnsley BKA may be given access to data for specific tasks, such as administering direct debits or printing and distributing membership material. They are not free to use it for any other purpose.
What is the legal basis for collecting this data?
Barnsley BKA collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation representing Honeybees and Beekeepers.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact the Treasurer/Membership Secretary. You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does Barnsley BKA collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.
- You could maintain your Association membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we and the BBKA are able to provide you with in the way of written information, so you would not be able to get the BBKA News delivered in printed form or any other benefits that require a postal address.
- You may choose not to receive information emails from Barnsley BKA: there is an option to unsubscribe from emails at the bottom of all emails sent by the association using the ER2 system..
Any of these options can be implemented for your Association membership by contacting the Treasurer/Membership Secretary.
How long we keep your data for, and why?
We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join for a period of 2 years. However, we will delete any former member’s contact details entirely on request.
Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
NOTE: Barnsley BKA is a charity claiming Gift Aid. If you have consented to Gift Aid, Barnsley BKA needs to hold your details for up to seven years to comply with any future HMRC query.
What happens if a member dies?
We normally keep members’ information after they die. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.
Specific to our Website:
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
Where we send your data
Visitor comments may be checked through an automated spam detection service.