Society of Garden Designers
OUR SPECIFIC PROCESSING ACTIVITIES
Our policy is to collect only the personal data necessary for agreed purposes and we only ask for personal data where it is needed for those purposes.
We do not sell your personal data.
Personal data will be retained by the Society for as long as it is necessary for the purposes set out below.
How we collect your information
We collect your personal data in various ways:
•Directly from you when you make an initial application for adjudication and on subsequent submissions, where you are applying for staged submissions, or following a referral.
•As part of the Adjudication process, from the Adjudicators’ reports.
The types of information we collect
We collect the following types of personal data about you:
•Contact details (name, membership reference number postal addresses, telephone numbers and email address);
•Details of the projects you are submitting;
•If you are a practicing Landscape Architect, your Chartered Member Number;
•Confirmation you hold Professional Indemnity Insurance;
•Financial information including payment card details (if paying your fee by this means). We do not store your credit card details; we shred or delete the card information once the payment has been processed;
•The Adjudicators feedback reports;
How we use personal information.
The personal data we collect and process about you for Adjudication is used for administration of your Adjudication application and our relationship with you, in line with our legitimate interests which include to:
a)support and promote the status and interests of the Society and of our membership;
b)encourage and promote the professional skills of the members.
Communicating with you
We communicate with you by email to acknowledge your application, send you administration information about the adjudication process, to keep you informed about the progress of your application and notify you of the Adjudication outcome.
Sharing your information with others
As part of the administration of the Adjudication process, personal data collected may be shared with the following groups:
•SGD employees, volunteers and our Adjudicators, all of whom will be required to use your personal data only in accordance with our instructions
•Our Secretariat Services contractor (Woodside Management Services Ltd) who operate with appropriate contractual protections and are required to use your data in accordance with our instructions and to keep that data secure.
How long we keep your information
The work you submit in hard copy for Adjudication will be returned to you if you have requested this or destroyed 30 days after the Adjudication has taken place.
After your adjudication, your electronic submission will be retained for a period of up to 50 years to allow for consistency of standards to be monitored overtime. Access to such records will be restricted to the Chair of Adjudications and our Secretariat services contractor.
The outcome of Adjudication will be held on your membership record. In the absence of other specific legal, regulatory, or contractual requirements, in line with our retention of other records and documentary information created during your membership, we will retain your membership records for a period of 7 years after your membership ends, or, if later, your last interaction with us, for accounting, tax, and record keeping purposes.