Data protection policy

 Kent House Leisure Gardens Association Data Protection Policy

The Committee and Officers of Kent House Leisure Gardens Association (KHLG Ltd) will ensure that all data protection legislation is adhered to and will protect securely any data that it collects.
The data that KHLG Ltd. collects, stores, and processes are limited to the following details of members, prospective members (on waiting lists), and former members who have recently relinquished their allotments:

  • Name
  • Home address
  • Telephone number (if provided)
  • Email address (if provided)
  • Age (if over 60 years old and claiming discount)
  • Bank details (if provided)

These data are stored on the computers of the Secretary and Treasurer and will be used for the purpose of contacting members, for example, to send newsletters and collect rents
Individual members may be contacted for other legitimate purposes, for example, if there has been damage to an allotment or shed, the plot is being neglected, or other reasonable purposes.
The data may be shared between committee members or the site inspection team to enable them to perform their duties.
Data may be shared with the NAS (also known as NSALG Ltd) the National Allotment Society.  As part of our membership of that body, we are required under the terms of our subscription to share certain data.  NSALG has robust data protection and has assured KHLG Ltd. that the data on our members will not be shared with other organisations.
KHLG Ltd. members’ data will not be shared with other individuals or organisations.
Data on former members, who have relinquished allotments or been evicted will be stored for a reasonable time in case they need to be contacted about their former plot.
Individual members are welcome to ask for details of any of their own personal data that the Society holds on them.

Members are advised to inform the Society if their personal details change e.g. name, address, phone number; so that records remain updated and members can be informed of Society news and business.

Approved by the KHLG Ltd. Committee on 14 May 2018  (Amended 27/02/2022)