1. What personal data does Hampshire Beekeepers’ Association routinely collect?
Hampshire Beekeepers Association (HBA) does not directly collect any data from members, it does however have access to the data that is collected by the 14 associations. It is necessary to collect members’ names, addresses, telephone numbers and email addresses in order to process membership of Local Association’s, Hampshire Beekeepers’ Association, and the British Beekeepers’ Association (BBKA). They also collect data on certain colony and hive information to process insurance applications with Bee Disease Insurance Limited.
For some members, we may hold additional information such as trustee positions and details, teaching qualifications, and DBS checks (done with the member’s permission).
Member’s data is collected directly from them when they join one of the local associations within Hampshire.
We may also collect and store names, addresses, telephone numbers, and e-mail addresses from non-members (either electronically or temporarily using other means) for specific purposes such as events or where a person has registered on our website. We never pass on non-members’ data to third parties.
2. What do we use personal data for?
We use members’ data for the administration of memberships, the communication of information, and the organisation of events.
3. Where does this data come from?
Data for most of our members come directly from the associations when they join one of the 14 associations, or when they update their information. Other data may come from non-members who subscribe to our website or request information from us.
4. Who is members’ data shared with?
Members’ data is passed on to the BBKA for membership purposes. You can read the BBKA’s data privacy policy by clicking here. Data is also shared with the Bee Disease Insurance Scheme (BDI) and their privacy policy can be accessed here. We do not pass on personal data to any other third parties.
5. How is data stored?
Most data is stored in digital format on computers and on third party servers for the purposes of membership processing, examination administration and electronic mailings. Any information stored remotely is held in compliance with the GDPR.
6. Who is responsible for ensuring compliance with the relevant laws and regulations?
Under GDPR (General Data Protection Regulations) we do not have a statutory requirement to have a Data Protection Officer. Currently, the executive members of HBA are jointly responsible for ensuring HBA discharges its obligations under the GDPR.
7. Who has access to personal data?
Limited Members of the Executive of HBA have access to members’ data in order to carry out their legitimate tasks for the organisation.
8. What is the legal basis for collecting this data?
Hampshire Beekeepers’ Association only collects personal data which is necessary for the purposes of its legitimate interests as a membership organisation representing beekeepers and promoting beekeeping and related environmental concerns.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with legal obligations.
9. Can I check what data is held about me?
If you want to see the data we hold about you, please contact your local association Membership Secretary.
10. Can I ask for data to be removed, limited or corrected?
You can maintain your membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You may elect not to receive information emails.
These options can be implemented when completing the membership form or by contacting your Local Membership Secretary.
11. How long does Hampshire Beekeepers’ Association keep data for, and why?
Your details will be stored for seven years. Where a member resigns or membership lapses, data will be fully deleted once our legal obligation has passed.
12. What happens if a member dies?
When notified by their next-of-kin to delete their data, we will do so on the same basis as when requested to remove data by a former member.