General Data Protection Regulation – our policy

General Data Protection Regulation Policy

What personal data does Epping Forest Division collect?

The data we routinely collect includes members’ names, addresses, email addresses and contact telephone numbers. We collect this data directly from our members when they join the Association and also as a result of an email circulation prior to the Regulation in May 2018.

For some of our members we may have additional information such as committee memberships and BBKA 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) for their use as explained in the section below.

Who is your data shared with?

Your membership data is passed on to the BBKA, of which you become a member when you join the association. Your personal data is not passed on by us to any other organisations other than the Bee Disease Insurance scheme (BDI) and Essex Beekeepers’ Association (EBKA).

Where does this data come from?

Data for most of our members comes from members when they join the association or when they update their information.

The information held by the BBKA may be updated by Epping Forest / EBKA if you have given them permission to change your record.

How is your data stored?

This information is mainly stored in digital form on computers . Epping Forest currently use MailChimp for email circulation. MailChimp is a major world wide recognised service that is fully GDPR compliant.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring Epping Forest discharges its obligations under the GDPR is Robin Harman.

Who has access to your data?

Limited members of the committee of Epping Forest have access to members’ data in order for them to carry out their legitimate tasks for the organisation. Currently this is the Chairman, Treasurer, Secretary and Education Officer.

If a member would like the contact details of another member, for example a telephone number, we would always seek consent before disclosing it.

We will never pass your data to a third party other than as detailed above.

What is the legal basis for collecting this data?

Epping Forest 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 Data Controller Robin Harman via secretary@eppingforestbeekeepers.co.uk.

You can contact us with a Service Information 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 Epping Forest 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 Epping Forest (we do not send any out on behalf of other organisations).
  • Any of these options can be implemented for your Association membership by contacting Robin Harman.

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 three (3) months. However, we will delete any former member’s contact details entirely on request at the earliest opportunity.

What happens if a member dies?

If a member dies we will remove their data in a timely matter, which is likely to at the end of that financial year.

Third Party Policies

The following are the GDPR policies of the charities / companies detailed above.

BBKA

BDI 

MailChimp 

Essex Beekeeping Association – awaits.

Robin Harman

Secretary / Data Controller

Epping Forest Beekeepers’ Association.