Our Privacy Policy

 Introduction 

 Your privacy, and the security of your personal information, are of the highest of importance to us. This privacy policy explains what personal information the Emsworth Virtual Show collects about you, and how and why we use that information to engage with visitors to our site. 

 Purpose and scope of this policy 

Our privacy policy is applicable to this website only and governs the privacy of its users who choose to use and interact with our site.  The purpose of this policy is to explain how we process, collect, manage, and store your personal data and your rights in relation to your data. We are committed to respecting and protecting your personal data and being transparent about what we do with it, in accordance with your reasonable expectations and as set out in the *GDPR (General Data Protection Regulation 25th May 2018), the DPA (Data Protection Act) [pre GDPR enforcement] and the PECR (Privacy and Electronic Communications Regulations) laws and regulations.  In addition, our policy will also explain the use of cookies on our site. 

Your personal data includes information about you such as: 

  • Name 
  • Address and Post Code 
  • Telephone numbers 
  • Email address 
  • Date of Birth 

 

Using personal data allows us to develop a better understanding of, and engage with, our stakeholders and in turn provide you with relevant and timely information about our show and the work that we do in the community. 

This privacy policy was updated on 1st August 2020. We will update this privacy policy from time to time with regards to our activities and in accordance with applicable laws and regulations above and will post any changes here on our website and Social Media pages. When you use our services, the latest privacy policy posted will apply so please check back regularly to ensure that you have seen our most up to date notice. 

We appreciate your support and the trust you give us when you interact with our site and provide us with your personal data.  

What information do we collect about you on our site? 

 Our Contact Form 

 The information you supply to us on our contact form is sent to us by email and will only be used to fulfil your enquiry or process your Virtual Show entryEmails that do not contain sensitive information are deleted after 1 year. Your data is also stored by the website as a record of your contact and deleted after 30 days. 

 Our Cookie and Website Usage Policy 

 Our website uses essential and functional cookies only.  

 Essential Cookies 

These cookies are necessary to manage our site and enable the basic features of this site to function and cannot be removed. 

Functional Cookies 

 These cookies allow us to anonymously collect and analyse your use of our site to evaluate and improve our performance. 

Use of Cookies 

 Cookies are small files saved to a website user’s computer or mobile device which track, save, and store information about the user’s interactions and usage of the website. This allows the website to function more effectively and provide the users with a more tailored experience. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive, they should take necessary steps within their web browsers security settings to block all cookies from this websiteHowever please note this may affect the functionality of this website. 

How is the information collected about you used for the Virtual Emsworth Show? 

 The Emsworth Horticultural Society ensures that personal information given as part of the entry process is protected from unauthorised access and only used for: 

  • The purpose of processing show entries to organise site layout and judging sheets. 

 

  • Recording of class and winners for 1st2nd, and 3rd place because there is a legitimate interest in keeping and publishing show records. 

 

  • Sending of notices by email of its meetings, shows or events to previous entrants and those that have specifically asked because it is reasonable to assume that they may be interested in participating again. (This view is only valid if information sent is strictly limited to the Society´s core activities). 

 

  • Personal information is not used for marketing and never shared with anybody, unless required by law. 

 

Protection is assured by: 

 

  • Having documented data protection procedures and keeping proof these are followed. 

 

  • Appointing a Data Controller responsible for regularly maintaining this Policy, and Data Processors responsible for ensuring that processing is done as documented. 

 

  • Regularly analysing where and how information is stored and processed to ensure all risks to personal information are properly identified, understood and appropriate protection measures taken. The analysis is recorded in the personal data map. 

 

  • Ensuring there is a legal basis for each process that uses personal information. 

 

  • Regularly removing the personal data of an inactive person from the email reminder list, and if requested to do so by the recipient. Usually someone is regarded as inactive if they have not entered a show or attended an event or meeting for 3 years. 

 

  • Ensuring that all Society officers that hold and process information are regularly trained in protection measures, and that this includes the process of ensuring a prompt notification of any breach to the Information Commissioners Office as required by law*. 

 

  • Giving details about what information is held on a subject on request by that person. 

 

  • Never sharing personal data with third parties. 

 

  • Never sending direct or indirect marketing information (i.e. events or products that are not causally related to the Society´s core activities). 

 

  • Ensuring the email and web server provider gives written assurance of compliance with appropriate security and privacy standards to enable the Policy to be delivered. 

 

  • Not holding or processing data outside the EU. 

 

  • Not collecting information on visits to the website through logs or cookies that can be attributed to a person. 

 

Awareness, Objections and Data Requests 

 

  • Awareness of the policy is ensured by publishing it on the website and displaying notices about it on email communications, entry forms and show schedules. 

 

  • Anybody can object to the Society’s use of their personal data by contacting the Data Controller to have it removed from the Society’s data stores, and if this is not possible an explanation will be given. 

 

  • Anybody can request details of what information is held on them. 

 

  • All questions relating to data protection and privacy should be sent to the Data Controller at the email address below. If this does not result in a satisfactory resolution the ICO’s office can be contacted and details are on its website: ico.org.uk. 

 

 

Data Controller, Website Management, Marketing Communications  Trevor Field, Websitesforyou Group 

Email: privacy@emsworthshow.co.uk

Data Processor, Public Relations Helen Collis-Ayoubi – Publicity Manager

Email: media@emsworthshow.co.uk 

Website Usage Data 

 We use Google Analytics, website tracking software to help us to better understand how the site is being used. This information helps us to monitor visits to the website so that we can make improvements and deliver the best possible service to our site users. The information collected is anonymous and is not used in any way that could identify you. The software will save a cookie to your computer or mobile device hard drive to track and monitor your engagement and usage of our site, but will not store, save, or collect personal information about you. We do not implement or allow any tracking which could be used by Google or third parties for advertising purposes. 

If you would prefer us not to collect your website usage data in this way, you can opt out of Google Analytics across all websites by visiting: https://tools.google.com/dlpage/gaoptout. 

You can find out more about Google Analytics’ data practices and commitment to protecting the confidentiality and security of your data at: https://support.google.com/analytics/answer/6004245?hl=en. 

 Downloads 

 Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available, users are advised to verify their authenticity using third party anti-virus software or similar applications. We accept no responsibility for third party downloads and downloads provided by external third-party websites and advise users to verify their authenticity using third party anti-virus software or similar applications. 

 Your Rights 

 Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. 

 

  • Right to be informed: You have the right to be informed about the collection and the use of your personal data as set out in our privacy policy. 
  • Have access to your personal data and supplementary information: You have the right to know exactly what personal data we hold about you and have access to this information. Should you wish to request a copy of the data we hold for you, please contact us using one of the methods below and we will action your request within 30 days. 
  • Withdraw permission to process your personal data: You have the right to restrict processing of your personal information in certain circumstances. You can opt out by sending us an email at privacy@emswothshow.co.uk and we will action this request within 30 days. If we are processing your data to provide the service you have requested, you will need to make your objection known in writing to the address below. 
  • Have your data confidentially deleted or inaccurate personal data rectified or completed: You have the right to request deletion of your personal data or for corrections to be made where we hold inaccurate or incomplete information. 
  • Make a complaint: You have the right to complain to the Information Commissioner at https://ico.org.uk/. 

Our Contact Information 

 Users contacting us through this website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use. Where we have clearly stated and made you aware of the fact, and where you have given your express permission, we may use your details to send you additional information through a mailing list system. This is done in accordance with the regulations named in this privacy policy above. 

If at any time you have any concerns or questions about our practices, how we handle your personal data, or you would like to exercise your rights as detailed above, you can get in touch with us via our contact form, by email or Social Media pages.  

Email: privacy@emsworthshow.co.uk  

 @theemsworthshow 

@emsworthshow 

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