What data the Central Association of Bee-Keepers (CABK) holds
The CABK holds data about individuals in the form of membership lists.
Membership lists contain contact and other details (names, postal addresses, email addresses and telephone numbers) provided by members on membership application or renewal forms.
The CABK also holds personal data on non-members who may order products or request places at conferences.
The CABK also holds personal data provided by attendees at conferences.
How CABK processes data
The CABK processes data for the following reasons:
- To inform members about the activities of the CABK and its branches.
- To administer conferences.
- To confirm eligibility for membership benefits.
- To process Gift Aid applications, and compile reports as may be required by the Charity Commissioners and/or Her Majesty’s Revenue and Customs (HMRC).
- To process transactions, such as membership payments, purchases or event bookings.
How long we keep your data
The CABK retains membership data for as long as an individual is a member. Information about lapsed members is retained for up to one year.
The CABK retains details of individual transactions (payments and Gift Aid applications) for up to seven years, to comply with accounting and reporting requirements.
Lawful basis for processing data
The CABK has a legitimate interest for processing data to communicate with members about its activities and to provide the services members have requested.
The CABK obtains explicit consent for processing data to communicate with non-members about its activities.
The CABK has a legitimate interest in processing data for the administration of conferences and the fulfillment of purchases.
The CABK has a legal duty to retain records for accounting purposes, and for complying with the reporting requirements of HMRC and the Charity Commission.
The CABK may share personal information with suppliers, such as conference venues, when it is necessary to e.g. book accommodation on behalf of attendees.
The CABK may also share information with payment processors where members choose to make payments electronically.
The CABK may also share information with suppliers that help deliver membership services, such as the email service provider that delivers our monthly newsletter.
In all cases, the CABK retains control over personal data and ensures it is protected under current UK data protection regulations, or equivalent regulations elsewhere, such as are currently in force across the EU and through ‘safe harbour’ schemes elsewhere.
The CABK may also share information when required to do so by law.
You have the right to request a copy of the data CABK holds about you, and to have that data deleted or changed. The CABK must reply to any request within 30 days of your request, though we may need to ask for proof of identity before any change can be made. There is no charge for this. Requests may be made by email to firstname.lastname@example.org or by post to the Secretary, whose address may be obtained from the Charity Commision website.
Data shared with other organisations is protected by the same regulations, as are your rights to have it changed or deleted on request to them.