Broadlands Orchard Trust
Our contact details
Name: Peter Beacham – Trust Secretary
Address: 16 Rosewood Gardens, New Milton, Hampshire, BH25 5NA
Phone Number: 0791 297 5038
The type of personal information we collect
The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR). For this purpose, we (the Trustees of Broadlands Orchard Trust) are known as the “data controllers” and you are known as the “data subject”.
Personal data relates to a living individual who can be identified from that data. Identification can be by that information alone or in conjunction with any other information in the data controllers’ possession or likely to come into such possession. We currently collect and process the following personal information:
· Personal identifiers, contacts and characteristics (for example, name and contact details, including but not limited to addresses, telephone numbers and e-mail addresses). We do not hold personal information for children (ages under 16); bookings that include children are accepted from and recorded in the name(s) of attending adult(s).
· Financial information in respect of donations, to enable us to record the donations accurately and report them to the relevant authorities.
· Financial information where a Gift Aid form has been signed, to enable us to account to HMRC in respect of donations made under Gift Aid.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
· To take and administer bookings for Broadlands Orchard.
· To enable us to run activities that provide a voluntary service for the benefit of the guests attending Broadlands Orchard.
· To administer records to fulfil our safeguarding obligations.
· To fundraise and promote the interests of the charity.
· To manage our volunteers.
· To maintain our accounts and records (including the processing of Gift Aid applications).
· To inform you of news, events and activities of Broadlands Orchard Trust.
We use the information that you have given us in order to carry out the above functions.
Sharing your personal data
We will treat your personal information as strictly confidential. It will only be shared with the Trustees, those with leadership roles and administrators for purposes connected with Broadlands Orchard Trust. We will only share your data with third parties outside of the Trust with your consent.
The lawful basis for processing your personal data
Under the UK GDPR, the lawful basis we rely on for processing this information is the legitimate interest of the Trust in fulfilling its purposes.
How we store your personal information
Your personal information is held electronically and securely stored by way of backups. There are very limited paper records held.
We will retain records of Broadlands Orchard supporters whilst they continue to contact Broadlands Orchard and for the following five years. Gift Aid declarations and associated paperwork will be retained for seven years after the tax year to which they relate.
We will then dispose of personal information by deleting the relevant electronic records and shredding any paper records, in line with the information above.
If we wish to use your personal information for a new purpose, not covered by this notice, then we will provide you with a new notice explaining the new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. In the first instance please contact the Trust Secretary (details above).
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us. In the first instance please contact the Trust Secretary (details above).
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
- Broadlands Orchard
- Stubb Lane
- Brede nr Rye
- East Sussex
- TN31 6BS