Privacy Policy

Privacy Statement for the Barbican Horticultural Society

Barbican Horticultural Society is a residents’ community society of the Barbican Estate.

The Barbican Horticultural Society knows that privacy is important and cares about how it uses personal data. The Barbican Horticultural Society respects and values the privacy of those with whom the society comes into contact, and will collect and use personal data in ways that are described here, and in ways that are consistent with our obligations and your rights. 

This statement is about the personal data we collect and use, for what purpose and your rights in relation to that data. Not all data is personal data. For example data about companies or businesses may not be personal data. Personal data is defined by the General Data Protection Regulations (GDPR) as “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier”. In plainer language, personal data is information about you that enables you to be identified. It covers obvious things like your name and contact details; but it also covers less obvious things like identification numbers, electronic location data and other on-line identifiers.

From time to time we may need to change this privacy statement. The most recent version of this statement is available on our website.

Who do we process personal data from?

We may process personal data from

  • Committee members and people who are interested in a voluntary role;

  • Paid up members of the Barbican Horticultural Society;

  • Partners and other voluntary organisations;

  • Traders and businesses;

  • Members of the public who are interested in our work/events/activities or attend these and members of the public  who raise questions/queries or want to know more about the Barbican Horticultural Society.

Why do we collect and process personal data?

We collect and process personal data so we can be sure that the Barbican Horticultural Society can:

  • Communicate with you about our activities, events and how you can get involved and become a members of the Barbican Horticultural Society;

  • Manage any supporter/membership, “Friends of” or similar scheme;

  • Comply with its legal obligations under safeguarding, charity, employment and other relevant laws.

How do we process personal data from you?

We process personal data when you sign up to our Newsletter or another mailing list; when you register your interest in or attend an event we are organising, when you email us; when you visit our website or become a member of the society.

What personal data might we process?

When you pay your membership subscription on this website, we collect personal information from you to fulfil the order. We may collect information like your:

  • Email address

  • Name

  • Phone number

When using PayPal on our website, user data privacy is managed through a split responsibility model, where PayPal processes financial information under its own policy and our website (hosted on SquareSpace) manages site-level data. The integration uses the PayPal Commerce Platform, which ensures that customer payment information (such as credit card numbers or bank details) is handled securely by PayPal, not stored directly on Squarespace servers.

With whom do we share your personal data?

The Barbican Horticultural Society will not sell or rent your information to any third party nor will they share your data with third parties for marketing purposes. 

The Barbican Horticultural Society website may contain links to other websites run by other organisations. This statement only applies to the Barbican Horticultural Society, so we encourage you to read the privacy policies on other websites. Barbican Horticultural Society is not responsible for the data protection or privacy policies, procedures or practices of other organisations, even if you access their websites from the Barbican Horticultural Society. 

How is personal data used?

GDPR requires the Barbican Horticultural Society to have a lawful basis for using/processing personal data. Depending on the particular personal data and the context in which it is being used/processed, the following are the legal basis that we rely on:

  • Our legitimate interests: this is where we are processing personal data because it benefits you (for example you receive our newsletter, which you subscribed to), our organisation (for example we can tell you about the work we are doing or publicise the work we do) or someone else (for example we are telling you about events that someone else may be organising that are linked to the Barbican Horticultural Society), without causing an undue risk of harm to anyone; all of the data protections described below apply, apart from the right to portability.

  • Compliance with legal requirements: this is where we have to process your data so we can comply with the law; for example if you are applying for a paid role  we have to process certain data to comply with our legal obligations to carry out “right to work” checks; all of the data protections described below apply, apart from the right to object; the right to erasure and the right to portability.

  • Consent: this is where we have your permission, after we gave you all the relevant information; for example, if you attend an event there may be a photographer present, or if you attend an on line event there may be a recording of that on-line event; all of the data protections described below apply apart from the right to object. To be clear, you do have the right to withdraw your consent at any time. 

  • Contract: this is where we have to process personal data so we can enter into and carry out a contract with you;  for example if you are an employee we have to process personal data to perform elements of our contract of employment with you; all of the data protections described below apply apart from the right to object.

We may use/process personal data to:

  • send you newsletters and information about activities and events;

  • so that we can understand who has attended events/activities and make formal minutes from meetings like committee meetings and annual general meetings;

  • to publicise the work that we do and the events that we hold (for example by posting photos or recordings on social media);

  • manage any membership subscription or donations you make;

  • comply with its legal obligations under safeguarding, charity, employment and other relevant laws.

The Barbican Horticultural Society will generally retain data for 7 years unless deletion is requested earlier by you. 

The exceptions to this are:

  • Where we have recorded a meeting, such as online committee meetings or an online AGM to help us make formal minutes; the recording will be deleted once we have made the formal minutes.

Please note that you can unsubscribe from our mailings or change your preferences at any time by emailing us.

What are your rights in relation to personal data under GDRP and how can you exercise them?

The GDPR  provides you with data protection rights. Which lawful basis we rely on to process your data may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the Information Commissioners website. 

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. 

  • Your right to erasure - You have the right to ask us to delete your personal information. 

  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

  • Your right to object to processing - You have the right to object to the processing of your personal data.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

You can read more about your data protection rights at Your data protection rights | ICO

To make a data protection rights request, please contact us. If you make a request, we must respond to you without undue delay and in any event within one month.

Complaints about the processing of personal data

If you have a complaint or concern about our use of your personal data, you can make a request to us by contacting the committee.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner Office (the ICO).

The ICO’s address is:

Information Commissioner Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AG.

Helpline number 0303 123 1113

Website https://www.ico.org.uk/make-a-complaint

Useful guidance about making complaints can be found at How to make a data protection complaint to an organisation | ICO

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