Herefordshire Beekeepers Association (HBKA) Privacy Notice

What personal data does HBKA collect?

The data we routinely collect includes members’ names, addresses, email addresses and
telephone numbers. We collect this data directly from our members when they join the Association.
For some of our members we may have additional information such as committee
memberships 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. 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 HBKA. Your personal data is not passed on by us to organisations other
than the Bee Disease Insurance scheme (BDI) and the National Bee Unit (NBU).

Where does this data come from?

Data for most of our members comes from them when they join the HBKA or when they
update their information either directly or via their local association records.
The information held by the BBKA may be updated by the HBKA if you have given it
permission to change your record.

How is your data stored?

This information is stored in digital form on computer and is stored on a server at
Cottage Webcraft in Kington, Herefordshire.

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.

Who has access to your data?

Members of the committee of the HBKA have access to members’ data in order for them
to carry out their legitimate tasks for the organisation.

What is the legal basis for collecting this data?

The HBKA 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
membership secretary, email membership@herefordshirebeekeepers.org.uk.
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

Does the HBKA 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 ways in which you can limit how your data is used.
 In order to maintain your Association membership we do need to maintain an
up-to-date email address and postal address, but you could ask for your
telephone number(s) to be removed, without affecting membership, if you do not wish for us to hold
this information.
 You may choose not to receive information emails from the HBKA (we do not
send any out on behalf of other organisations).
 Any of these options can be implemented for your Association membership by
contacting the membership secretary, membership@herefordshirebeekeepers.org.uk.

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 4 months. However, we will delete any former
member’s contact details entirely on request.
Other data, such as that relating to accounting matters, is kept for the legally required period.
NOTE: If a member signs up to Gift Aid the HBKA could 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. 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.

Herefordshire Beekeepers’ Association is a registered Charity, No. 1174917