Privacy policy

What personal data does the LBKA collect?

The data we routinely collect includes members' names, addresses, email addresses and phone numbers. We collect this data directly from our members when they join the Association.

For non-members, we collect data if required, on a case-by-case basis. This information would be essential to resolving an enquiry. An example would be collecting swarms for which we would need the location of the swarm at the minimum. We also collect information about how visitors reach and behave on the website but this is done only with the visitor's consent.

For some of our members we may have additional information such as committee memberships, teaching qualifications, DBS checks done with the member's knowledge and permission.

What is this personal data used for?

We use members' data for the administration of your membership, providing member benefits, LBKA communications, and the organisation of events. We may provide your data to third party organisations for their use in fulfilling contractual obligations to you, as explained in the section below.

Non-member data (including email addresses) is used in the processes of providing a solution to enquiries or in similar situations.

Who is your data shared with?

Personal data is passed on to the British Beekeepers Association and Bee Diseases Insurance Limited if a new or renewing member also purchases BBKA membership. Additionally, if members buy magazine subscriptions from other organisations (e.g. BeeCraft Limited), we would pass data to these companies, so that they are able to fulfil their obligations towards the customer.

Where does this data come from?

Data for most of our members comes from them when they join LBKA or when they update their information. For non-LBKA members, we only see data that they have chosen to share with us

How is your data stored?

This information is mainly stored on password-protected files and in the form of written documents, stored securely by specific LBKA committee members. We use Dropbox to store digital files. Any information that is stored remotely is stored in compliance with GDPR.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. However, Vlad Zamfir is currently ensuring the LBKA is GDPR-compliant.

Who has access to your data?

Members of the committee of the LBKA have access to members' data in order for them to carry out their legitimate tasks for the organisation. Sub-contractors of the LBKA may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.

What is the legal basis for collecting this data?

The LBKA collects personal data that is necessary for fulfilling its contractual obligations towards the membership and, under legitimate interests, to fulfil its charitable objectives of better beekeeping, better public awareness of bees and better London environment. We may also collect data under the legal basis of consent, to provide better or additional services to the membership or the public.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

How you can check what data we have about you?

If you want to see the basic membership data we hold about you, you should contact services@lbka.org.uk.

You can contact us with a "Subject Access Request" if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

Does the LBKA collect any "special" personal data?

The GDPR refers to sensitive personal data as "special categories of personal data". We do not record any such special data.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used.

You could maintain your Association membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we are able to provide you with in the way of volunteering events in your area or honey sales opportunities local to you.
You may choose not to receive information emails from the LBKA (we do not send any out on behalf of other organisations).
Any of these options can be implemented for your Association membership by contacting services@lbka.org.uk.

How long we keep your data for, and why?

We normally keep members' data after they resign or their membership lapses in case they later wish to re-join for a period of 1 year. However, we will delete any former member's contact details entirely on request. We may also keep data related to past or current disputes.

Other data, such as that relating to accounting or personnel matters, is kept for the legally required period. This includes Gift Aid, for which the personal data contained in the Gift Aid Declaration of an individual member or donor will be held for a period of six years after the end of the tax year in which the "Gift" was made.

What happens if a member dies?

We normally keep members' information for 1 year after the end of the membership year in which they die. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.

Last updated: 20th May, 2018