GDPR Statement

To comply with the new data protection rules the Association would like to issue the following statement:

The Watercress Wildlife Association (WWA) holds a membership database listing names, addresses, telephone numbers and email addresses of current members. This information is never passed on to any other organisation or other parties and is only used for the administration of the WWA. A digital copy is held securely in a password protected account accessed only by the serving Membership Secretary, Newsletter Editor and General Secretary. Paper membership forms are kept locked in a secure place. The information we collect is needed to send out the newsletter either electronically, or by post, to the WWA members who consented to receive it on their membership form. This information is also used for sending out the annual membership renewal forms and notification of forthcoming events at the WWA, but for no other purpose whatsoever.

Members can opt out from receiving the newsletter or emails at any time by contacting the current Newsletter Editor.

All personal information is removed from the database when a member actively leaves the Association, or fails to renew by the end of the membership year, except for Gift Aid declarations which are required to be retained in accordance with current H.M. Revenue and Customs rules. 

GDPR Policy

Data Protection Lead: WWA Secretary 
Adopted: 19 March 2019

1. The scope of our GDPR Policy

The General Data Protection Regulation (GDPR) require us to keep your personal data safe by design and default; it helps people control how their data   is  collected and held by organisations.  Personal data only includes data where a person can be identified directly from the information given or could be indirectly identified when the data is combined with other information.  This Policy sets out how we might collect and use your data, and how we protect the data that we collect.

2. How and why we might collect data and what we might use it for

• We collect data from all members of WAA on the annual membership form completed and sent to the membership secretary together with the annual fee. 

• We hold a membership database listing names, addresses, telephone numbers and email addresses of current members.

• We record the role or activity responsibility of Officers and Committee Members, together with their names, email addresses and telephone numbers.

•  We only use the information you provide for the administration of the WWA. More specifically your data is collected for the following purposes:
  • Sending out Newsletters either electronically or by post.
    • Contacting you about forthcoming WAA events. 
    • Issuing the annual membership renewal forms.
    • Committee related information to those members serving on the Committee.

• Data that you give us must be freely given on an opt-in basis, specific, informed and unambiguous.  You have the right to ask for a copy of the personal data we hold about you or correct an error in your data by contacting us.

3. How we keep your data safe

• We endeavour to protect your personal data using:
  • Physical procedures-paper copies are locked securely and disposed of responsibly.
    • Electronic means using strong passwords.
    • Managerial procedures – Only the serving Membership Secretary, Newsletter Editor and General Secretary of WAA have access to your personal data.

• We have a duty to report any personal data breaches that pose a risk to people’s rights and freedoms to the Information Commissioner’s Office and in some cases to the individual affected.  This includes any breach in security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.

4. How long is data kept for

• Data should not be kept for longer than is necessary.  All personal information is removed from the database when a member actively leaves the WWA, or fails to renew by the end of the membership year, except for Gift Aid declarations which are required to be retained in accordance with current H.M. Revenue and Customs rules.

• You have a right to request that we delete your data from our records, subject to records pertaining to Gift Aid declarations.

5. Third parties

• We will not disclose your data to any other organisation or third parties unless we have specifically requested to do so and we have explained to you why we are sharing your information, or where we are obliged to do so under law.  Where we disclose your data to a third party it will be on the basis of that party’s compliance with GDPR.

• Our website includes links to other websites we think you may find interesting.  However, we cannot control other websites and therefore cannot safeguard any data you elect to supply to these websites.

6. Review

The Policy is a living document.  Our data records, procedures and this Policy will be reviewed at least every three years and amended accordingly.  This Policy will be amended to remain compliant with the law on protection of personal data.