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 complete your application to enter an Award and your subsequent submission.
•As part of the Judging process for Awards, if you are shortlisted, Judges’ comments about your entry will be recorded.
The types of information we collect
We collect the following types of personal data about you:
•Contact details (name, postal addresses, telephone numbers and email address);
•Social media and website details
•Financial information, including payment card details for your Awards entry fee. We do not store this information; we shred or delete the card information once the payment has been processed.
•If you attend the Awards Dinner, we will also collect the names of any guests, your postal address for sending out your ticket(s) and any dietary needs.
We also collect details you provide in support of your entry of the garden owner, and contributing contractor and photographer. As part of your application form you are required to confirm to us you have consent for this information to be submitted to us as part of your application.
How we use personal information.
Your personal data collected and processed by us is used for the following purposes:
•Administration of your entry 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; and
b)encourage and promote the professional skills of the members.
•Confirming your eligibility to enter the Awards category you have submit an entry for;
•Fulfilling contracts you have entered into with us, including, if applicable, your attendance at the Awards Dinner.
Communicating with you
We communicate with you by email to acknowledge your entry and to keep you informed about the progress of your entry.
Sharing your information with others
As part of the administration of your Awards application, personal data collected may be shared with the following groups:
•SGD employees, volunteers and others under our direct authority, including the Awards Judges, all of whom are required to use your personal data only in accordance with our instructions;
•And with our contractors who are also required to use your data only in accordance with our instructions and, as relevant, with other appropriate contractual protections and to keep that data secure:
Our Awards Administrator (Association Management & Services)
Our Secretariat services contractor (Woodside Management Services Ltd), for the purpose of confirming your entry eligibility and
Our PR representative, Suzanne Hind PR, who organises Awards publicity.
•If you are attending the Awards Dinner, your dietary needs and name may be shared with the venue provider for catering purposes.
The names of all finalists and their shortlisted projects are placed on the Awards website, together with Judges’ comments on the winning entries.
How long we keep your information
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 Awards entry 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.
Additionally, Awards winners and finalists’ entries are held in the archive section of the Awards website indefinitely.