About this Policy
This policy explains when and why we collect personal information (“data”) about our Members, how we use it, how we keep it secure and your rights in relation to it.
We may collect, use and store your personal data, as described in this policy and as described when we collect data from you.
We reserve the right to amend this policy from time to time without prior notice; you are advised to check our website www.dendrology.org regularly for any amendments, but amendments will not be made retrospectively.
We will always comply with the European Union General Data Protection Regulation (EU GDPR) when dealing with your personal data. Further details on GDPR can be found on the website for the Information Commissioner’s Office (www.ico.gov.uk).
Who are we?
We are The International Dendrology Society, and can be contacted at Enable JavaScript to view protected content., or in writing at Hergest Estate Office, Kington, Herefordshire, HR5 3EG, UK.
For the purposes of GDPR, we are the Data Controller of all personal data we hold about you.
What Information Do We Collect and Why?
|
Type of Information |
Purposes |
Legal Basis of Processing |
|
Member’s name, address, telephone number, email address, date of birth, date of election, interests etc (as on membership application form) |
To contact you about the Society’s activities (both charitable and social) |
To perform our contract with you as a Member of the Society |
|
Member’s name, address, telephone number, email address |
To include Member’s contact details in the hard copy Membership Direct-ory published every two years |
Specific consent, which may be withdrawn at any time by contacting us |
|
Details of how you interact with the Society’s tours, events or charitable activities |
To determine which events or appeals we should focus on |
To perform our contract with you as a Member of the Society |
|
Details of offices, appointments and committee membership held in the Society |
To provide lists of offices, appointments and committee membership |
To perform our contract with you as a Member of the Society |
|
If you elect to participate in a tour or some other events organised by the Society, the organiser will collect your travel insurance company name and number, and the contact you give in case of emergency |
To assist in case of emergency |
Duty of Care |
How Do We Protect Your Personal Data?
We have implemented generally accepted standards of technology and operational security to protect personal data from loss, misuse, or unauthorised alteration or destruction.
We will notify you promptly in the event of any breach of security over your personal data which might expose you to risk.
Who Else Has Access To The Information You Provide Us?
We will never sell your personal data.
We will never share your personal data with any third parties except where required to do so by law (for example, for UK members, with HMRC to claim Gift Aid on donations to the Society, where you have specifically authorised us to claim that Gift Aid), or as set out elsewhere in this Policy.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us, for the purposes of completing tasks and providing services to you on our behalf (for example, Website providers, MailChimp to send you Emails, providers of services for tours and events); however, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for any other purpose.
How Long Do We Keep Your Information?
We will hold your personal data on our systems for as long as you are a Member of the Society, and for as long afterwards as is necessary to comply with our legal obligations.
We will review your personal data periodically to establish whether we are still entitled to process it; if we decide that we are not entitled to do so, we will stop processing your personal data except that we may retain your personal data in an archived form to be able to comply with future legal obligations.
Information relating to travel insurance, emergency contact details, scans of passports or other identity documents etc will be destroyed after the successful completion of the tour or event.
Your Rights
You have rights under GDPR (which may be exercised by contacting us, as detailed above):
to access your personal data.
to be provided with information about how your personal data is processed.
to have your personal data corrected.
to have your personal data erased in certain circumstances.
to object to or restrict how your personal data is processed.
to have your personal data transferred to yourself or to another business in certain circumstances.
You have the right to take any complaints about how we process your personal data to the Information Commissioner (www.ico.gov.uk)
The Society’s Website
The Society currently does not use cookies on its website.
Our website may contain links to other websites run by other organisations; this privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit, as we cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
Updated July 2018
