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We, the Wetheby Gardens Committee, are committed to protecting and respecting your privacy. This policy explains how we collect and what personal data we hold for the purposes of managing the Garden. This notice relates primarily to the personal data we hold on resident keyholders, including dog owners.
What information is being collected?
When residents apply for keys we ask for proof of ID and residency. Original documents are required to be shown to a Committee member. We do not store this information but we keep a record of your contact details (name, address, email address and telephone number) in case we need to contact you about key holding and other relevant garden matters.
When deposits are collected a deposit slip is issued. We keep a copy of the slip so that we can refund you when the key is returned.
We may also need to take bank account details in order to return your deposit.
Who is collecting it?
All data is managed and held by members of The Wetherby Gardens Committee. The Committee can be contacted at firstname.lastname@example.org and the list of current members can be found on the contact page.
How it is collected
We ask for proof of ID and residency as part of the keyholder application process. In addition, if you contact us by email we hold your online contact details so that we may properly address your enquiry.
Why it is being collected
We only require your contact details in order to fulfil our obligations in the proper management of keys and garden. We may email, phone or write to you, as necessary.
How it is used
Most announcements take place on this site and/or on the notice board in the garden. However, there may be times when we need to contact you directly as part of the day-to-day management of the garden.
The deposit slip is kept to ensure the refund of your deposit. If bank account details are provided when your key is surrendered, these will only be used for the return of your deposit and they will be destroyed afterwards.
Who it is shared with
We do not share your data with third parties for marketing purposes. However, when we use sub-contractors and third party service providers in the course of managing the garden, we disclose only the personal information that is necessary to provide this service. They are required to keep this information secure and not to use it for their own marketing purposes.
How it is kept secure
We take all appropriate measures to ensure that all personal information that is under our control is held securely and in accordance with relevant data protection laws. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard the information we collect online and in person.
How long it is kept
We keep our retention period of personal information under review. Generally, we will hold your personal information on our systems for as long as is necessary to meet out obligation of managing garden access, for the duration of any garden related activity, or for as long as it is set out in any contract you hold with us.
How to find out what personal information is held
You have the right to request copies of the personal information we hold about you and have any inaccuracies corrected. Enquiries related to that can be made by email to . You will be asked to provide two pieces of identification and we will respond within 30 days.
How to ‘unsubscribe’ from further communications
You can do so by emailing the committee at with your name and address using a heading ‘unsubscribe’.
Review of this policy
We regularly review this policy. This policy was written in May 2018.