Who we are

The Hardy Plant Society Hampshire Group (HHPS) is a membership organisation registered with The Hardy Plant Society (HPS), which exists to promote interest in and conservation of hardy herbaceous perennial plants. All members of the HHPS must, in accordance with the constitutions of both organisations, be members of the HPS.  The committee of the HHPS acts as the organisation’s data controller for the purposes of the GDPR. Individual officers of the Committee may act as data processors, in particular the Chair, Secretary, Treasurer, Newsletter Editor and Membership Secretary.

Our website address is: https://hants-hardy-plants.org.uk.

Why we keep personal data and our legal basis for doing so

HHPS keeps and uses personal data in order to run the Group efficiently and to provide our membership with the services they have paid for. To do this the Officers and others involved in the organisation of the Group from time to time need to know who our members are and to be able to communicate with them. The Group is therefore adopting the legal basis of ‘Legitimate Interest’ to justify holding and using your personal data. The committee is satisfied that it is in the legitimate interests of the HHPS to maintain this data, that it is necessary and proportionate to do so and that the purposes for which the data is used cannot be achieved in any other, less intrusive, way.

What personal data we collect and why we collect it

HHPS keeps and uses personal data in order to run the Group efficiently and to provide our membership with the services they have paid for. To do this the Officers and others involved in the organisation of the Group from time to time need to know who our members are and to be able to communicate with them. The Group is therefore adopting the legal basis of ‘Legitimate Interest’ to justify holding and using your personal data. The committee is satisfied that it is in the legitimate interests of the HHPS to maintain this data, that it is necessary and proportionate to do so and that the purposes for which the data is used cannot be achieved in any other, less intrusive, way.

What we keep and what we do with it

HHPS stores and uses your contact details as provided by you either directly to ourselves or via the HPS office. Those details are your name, address (and alternative address if provided), telephone number and email address. We also have a record of your National membership number, the date you joined and last renewed your membership] and your method of payment. We do not keep any bank details. We do keep a record of those attending meetings.

We use the information to keep you informed about HHPS activities and other things that may be of interest to you and to send you newsletters and reminders to renew your membership.

The information is held electronically on personal computers and in paper form as required. Every effort is made to ensure that your data is secure, including passwording relevant documents. The data of all members of the Group is held by the Chair, Secretary, Treasurer and Membership Secretary. Individual members’ details are made available to and held by other Committee members and other members involved in organising activities as and when required.

Mini-group Organisers hold the contact details of all those in their groups.

Information we collect from our Website

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

You may supply us with information about you by filling in forms on our website. This includes information you provide when you submit a contact/enquiry form The information you give us may include your name, address, e-mail address and phone number. We use this information to reply to your enquiry and provide you with information about the HHPS

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We do not and will not share your information with anyone outside of the HHPS except for the staff of the HPS. A full membership list with all contact details is provided annually to the office of the HPS to ensure that all our members comply with the requirement to be a member of the HPS and to assist in maintaining accurate records. At other times, individual data will be shared with the HPS office on request from the staff or to inform them of any changes.

How long we retain your data

We keep your information for the duration of your membership of the HHPS and for 16 weeks after your last payment becomes due unless you tell us that you do not wish to re-join. If you inform us that you are cancelling your membership all your data will be deleted from the electronic record as soon as possible and in any event within 4 weeks from us receiving that information.

If you leave a comment on our website, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

 

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Your rights under GDPR

You have the right to:

  • Be informed about the collection and use of your personal data
  • Access the data held (a copy of your data will be provided on request)
  • Have any inaccuracies in your data corrected
  • Request your details be deleted from our records
  • Request that the use of your personal data is restricted
  • Object to the use of your personal data at any time.

 

If you wish to exercise any of the rights outlined above please contact the HHPS Secretary at  hants@hardy-plant.org.uk

 

If you have any concerns about the way in which your data is being handled, you can report this to the:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745