In this notice, whenever you see the words “we”, “us”, “our” it refers to Hampton Court Way Allotment Association (HCWAA).
The privacy and security of your personal information is extremely important to us.
HCWAA collects, processes and uses your personal information strictly in accordance with the UK Data Protection Act 2018 and the UK General Data Protection Regulations (UK GDPR).
This privacy notice explains what personal information we collect about you and how it is used.
Who we are
Hampton Court Way Allotment Association (HCWAA).
What personal information do we collect about you?
The personal information that we collect about you is used to help us manage and run HCWAA.
We will only collect the information about you that we need. Personal information that we collect includes
- full name
- postal address
- email address
- telephone number
- your rental and associated charges for your plot
- whether you are entitled to the senior discount
When and how do we collect personal information about you?
We collect information about you when you enquire with our Lettings Manager regarding renting an allotment plot. We will also collect information when you complete and sign the tenancy agreement.
Keeping your personal information up to date
If any of your personal information should change, such as your contact details or address, you should inform us as soon as possible so that we can keep our records up to date.
How will we use the personal information about you?
We will use the information you provide to send you information about HCWAA, including newsletters and announcements, or in accordance with our site rules and tenant policies.
Who we share your personal information with
We will share your name and plot number with the Esher and Molesey Garden Society. This information is shared as HCWAA members are entitled to use the depot at the Beauchamp Road Allotments.
We do not share or sell your information to any other organisations.
How we store your information
Your data is stored on private and secure files using Google Drive, that only the HCWAA committee members have access to.
How long we keep your data for
We only hold data as long as we reasonably need it. We will retain your personal
information for as long as you are a member and tenant of Hampton Court Way Allotment Association and then for a short retention period.
For applicants who withdraw from our waiting list your information will be deleted
immediately from our records.
Historical records and other non-essential and time-expired information will be routinely deleted and destroyed.
Right of access
You have the right to request a copy of the personal information that we hold about you at any time. If you would like a copy of some or all of your personal information, please email dataprotection.hcwaa@gmail.com.
You also have the right to request the data we receive from you is:
- updated
- deleted if you no longer wish to be a member of HCWAA
- restricted to certain processing
Changes to our Privacy Notice
We may update this Privacy Notice to ensure that it remains up-to-date and incorporates any new legal requirements.
How to contact us
If you have any questions about our Privacy Notice or about the information that we hold about you please contact us dataprotection.hcwaa@gmail.com.
You can find out more information on Data Protection on the Information Commissioner’s website- https://ico.org.uk/
This Privacy Notice was last updated on 17 September 2024.