Policies and Procedures

Here you’ll find the Society’s key policies and procedures. These set out how we handle important matters such as member complaints and data protection, ensuring that the allotments are managed fairly, transparently, and in line with our responsibilities.

As the Society develops, more policies will be added here to keep members informed and supported.

Complaints Procedure

We want Walton Horticultural Society to be a welcoming and fair place for all members. From time to time, issues may arise, and it’s important that everyone knows how concerns will be handled.

Our Complaints Procedure sets out a clear and fair process for raising and resolving complaints. It is designed to:

  • Encourage resolution at the earliest stage possible.

  • Ensure impartiality and transparency throughout.

  • Provide the option of review by an independent panel if needed.

The procedure explains:

  1. How to submit a complaint – including what information to provide.

  2. How the Trustees will review and respond.

  3. When and how complaints can be escalated to an independent panel.

  4. What to expect at each stage of the process.

We encourage members to seek informal resolution where possible, but if a formal complaint is needed, this procedure provides a consistent and transparent framework.

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Privacy Notice

We are committed to protecting your personal information and being transparent about how we use it. This Privacy Notice explains what data we collect, why we collect it, and how it is stored and used by Walton Horticultural Society.

Our approach follows the requirements of the UK General Data Protection Regulation (GDPR). If you would like more detail about your rights, guidance is available from the Information Commissioner’s Office (ICO).

You can read the notice in full below.

The data that members provide to the Association are held and processed both as hard copy and electronically. This means the Association is subject to the General Data Protection Regulation 2016 (GDPR), which came into force in the UK on 25th May 2018, replacing the Data Protection Act 1998. Under GDPR we have responsibilities of care to uphold. This document outlines our policies.

What Sort of Data We Hold and How It Is Held

We are only allowed to keep data that is necessary for our Association activities. This may include:

  • Name

  • Plot number

  • Email address

  • Postal address

  • Landline and/or mobile phone number

The Association uses secure electronic spreadsheets to manage personal data (including membership and finances). These may be emailed between Committee members on a need-to-know basis.

When payments are made (e.g. annual rent), we may record the payment, plot number, and name/reference.

Committee minutes, which may include member names and plot numbers, are emailed to Committee members but are redacted before being shared publicly. AGM minutes, including attendees’ names, are posted on our website.

Our bank account is with the Bank of Scotland. All Trustees are signatories and can see members’ electronic payments.

Confidential or Sensitive Information

Members may occasionally disclose personal circumstances (e.g. illness, family or financial difficulties). This information is shared only with Committee members and only on a “need to know” basis.

Accuracy

We rely on members to keep us up to date with their information. Records are checked annually when plot rents and NAS payments are due.

Email Usage

The Society uses email for administration and communication. Trustee accounts are used, not personal email accounts.

Bulk emails (e.g. AGM notices) use Bcc: to protect members’ addresses.

What the Data Is Used For

Data is only used for legitimate Society purposes, including:

  • Communication between Committee and members.

  • Notification of meetings and circulation of minutes.

  • Provision of news and updates to members.

What the Data Is NOT Used For

We will not disclose your data to third parties or use it for advertising or spam.

Legal Basis for Holding Personal Data

We hold data under the GDPR basis of Legitimate Interests — in ways members would reasonably expect and with minimal privacy impact.

Who Can Access Data and How It Is Protected

Who has access?

Only those who need access may see the data. Trustees with full access are: Chair, Secretary, Treasurer.

Protection of Data

  • Data stored on password-protected devices and GDPR-compliant cloud servers.

  • Mobile devices used for Society business must be PIN-protected.

Data Retention

Data for former members is held for up to 6 months, then deleted, except for limited non-identifiable data for monitoring purposes.

Purposes for Holding Data

We use personal data for the administration of the Society and site, including:

  • Managing membership, waiting lists, offers and termination of plots.

  • Payment of rents and membership.

  • Permissions for sheds, trees, etc.

  • Communication about site issues, events, or Society business.

  • Enforcement of tenancy rules and follow-up where necessary.

  • Analysis of vacancies, payments, and site management.

Data Policy Implementation

  • A nominated committee member ensures compliance with this policy.

  • The Secretary is the GDPR Data Controller.

  • Trustees are Data Processors.

Your Rights

Members have the right to:

  • See the data held about them.

  • Correct inaccuracies.

  • Request their data be deleted when leaving the Society.

  • Complain to the ICO (Information Commissioner’s Office) if they believe their data has been mishandled.

To request a copy of your data, email: waltonallotments@gmail.com.

Website Privacy

Information collected

We may collect:

  • Technical data (IP address, location, browser type, referral source, time on site).

  • Information you provide (e.g. newsletter sign-up).

  • Any information you choose to send to us.

Cookies

We use session cookies (effective September 2025) to track navigation and improve browsing experience. These are deleted when the browser closes.

Cookies may collect anonymous usage data to help us improve the site. Most browsers allow you to block cookies, but this may affect site usability.

Use of personal data

Data submitted on the website may be used to:

  • Administer and personalise the site.

  • Enable services offered through the site.

Third-party websites

Our site may link to third-party sites; we are not responsible for their privacy policies.

Updating your information

Please notify us if your personal details need updating.

Contact

For questions about this notice or how your data is handled, please email: waltonallotments@gmail.com

Public Liability Insurance

The Society maintains public liability insurance through Chris Knott Insurance Consultants, providing cover for Walton Horticultural Society and its members.

This policy helps protect members, visitors, and the Society itself against accidents or incidents that may occur on site, up to £5 million per claim.