Stirling Allotment Association’s Data Protection Policy is outlined below.
The Committee and Officers of Stirling Allotment Association will protect securely any data that it collects. Officers of the Association will be members who have an up to date legal document which is the sub lease that is issued in connection with the site lease. The committee will have been elected lawfully in line with the Association's rules and constitution and who are signed up to the Association's strict data protection policy.
The data that Stirling Allotment Association collects, stores and processes is limited to the contact details of members, prospective members (on waiting lists) and former members who have recently relinquished their allotments.
Contact details include names, postal and email addresses, telephone numbers including landlines and mobile phones.
This information is stored on the computers of the Office Bearers which are password protected . These details will also be used for the purpose of contacting members, for example to send newsletters and collect subscriptions.
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 covered under the tenants obligations under the rules,constitution and sub lease with the Association.
Stirling Allotment Association's members’ data will not be shared with other individuals or organisations.
Data which relates to 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 Association has on file. As this information has been supplied by them to the Association they will already hold that data along with any correspondence between the Association and them. Correspondence between the Association and the member will be by the most appropriate means.
Members are required to inform the Society within 28 days if their personal details changes e.g. name, address, phone number; so that records remain updated and members can be informed of Society news and business.
Stirling Allotment Association has a catchment area that members must reside in on a permanent basis. The Association will confirm members and prospective members address before renting out a plot. This information will also be checked periodically against public records.This ensures compliance with our lease with Stirling Council.
Data held by the Association is handled in line with our rules constitution and sub lease which the member signs on allocation of a plot. Due to the nature of the lease that we hold with Stirling Council it is is only possible to rent a plot if their permanent address within the Stirling Allotment Association catchment area..This will be verified using public records and proof of address such as a driving licence or utility bill will be required.
Stirling Allotment Association reserves the right not to respond to emails or corrrespondence which is considered to be vexacious,bullying, offensive,alarming or otherwise to the recipients.
This policy applies to current members,prospective members and anyone who contacts us either electronically or otherwise.
Harrassment,bullying or any similar behaviour towards committee members and members generally is not acceptable.
The committee will not respond to members who are asking repetitive questions which have already been answered.
The Association will share correspondence with members that contains content that they should be made aware of.