What personal data does Airedale Beekeepers Association (ABKA) collect?
The data we routinely collect includes members’ names, addresses and email addresses. We collect this data directly from our members when they join our Association.
For some of our members we may have additional information such as committee memberships, teaching qualifications, DBS checks (done with the member’s knowledge and permission).
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.
Who is your data shared with?
Your membership data is passed on to the Yorkshire Beekeepers Association (YBKA) and the British Beekeepers Association (BBKA), both of which you also became a member when you join the ABKA.
Where does this data come from?
The information is supplied by members when they join ABKA.
How is your data stored?
Information is mainly stored in digital form on computers and in the form of written documents stored by ABKA 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. Via our membership of the Yorkshire Beekeepers Association, our obligations are discharged under the GDPR by Roger Chappel, YBKA General Secretary.
Who has access to your data?
Elected members of the committee of ABKA have access to Members’ data in order to carry out their legitimate tasks for the organisation. Similarly the YBKA Treasurer and Membership Secretary, also in order for them to carry out their legitimate tasks.
We do not share data with any third parties or sub-contractors.
What is the legal basis for collecting this data?
Our Association collects only that personal data which 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 either the Secretary or Membership Secretary of ABKA. Their contact details are available in the Member area of the ABKA website.
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 the Airedale Beekeepers Association 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 for instance you would not be able to get the BBKA News delivered in printed form or any other benefits that require a postal address.
- You do not need to provide us with your date of birth unless you wish to enter age-limited events or gain any concessions based on age.
- You may opt out of receiving information from us by email.
Any of these options can be implemented for your Association membership by contacting the ABKA 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 one year. 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. For instance, as your Association is a charity claiming Gift Aid we need to hold members 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 for a period of one year. 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.