1. What personal data does Meridian Beekeepers’ Association routinely collect?
It is necessary to collect members’ names, addresses, telephone numbers and email addresses in order to process membership of Meridian Beekeepers’ Association, Hampshire Beekeepers’ Association and the British Beekeepers’ Association (BBKA). We also need certain colony and hive information to process insurance applications with Bee Disease Insurance Limited.
Although Meridian does not currently ask members for their date of birth, we do need to know if a member is under 18 years of age.
For some members we may hold additional information such as committee memberships, teaching qualifications, and DBS checks. We only hold additional information with the member’s permission.
We collect member’ data directly from them when they join the Association.
We 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.
For those making a membership enquiry via our website, the data collected by the website will be stored electronically on the website for six months.
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. We provide members’ data to the British Beekeepers’ Assocation (BBKA), the Hampshire Beekeeper’s’ Assocation (HBKA) and to Bee Disease Insurance Limited (BDI) for their use as explained in section 4 below.
3. Where does this data come from?
Data for most of our members comes directly from them when they join Meridian, 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?
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.
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 committee members of Meridian are jointly responsible for ensuring Meridian discharges its obligations under the GDPR.
Who has access to personal data?
Members of the committee of Meridian have access to members’ data in order to carry out their legitimate tasks for the organisation.
Sub-contractors of Meridian may occasionally be given access to data for specific tasks but are not free to use it for any other purpose.
What is the legal basis for collecting this data?
Meridian Beekeepers’ 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.
Can I check what data is held about me?
If you want to see the data we hold about you, please contact the Membership Secretary.
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 the Membership Secretary.
How long does Meridian 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.
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.