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.
MEMBERS AND FRIENDS
Membership Administration and Relationship Management
How we collect your information
We collect your personal data in various ways:
•Directly from you when you make an initial application for membership or on renewal or when you change your membership category, for example on progression from Student to Pre-registered member or from Pre-registered Member to Registered Member.
•When you take part in SGD organised events or activities, such as Conferences and Designer Development Days or attend an Awards dinner.
If you enter the Awards, or take part in Adjudication, Mentoring, or Cluster Groups we will collect additional information relevant to your participation in these activities. Please see the relevant sections of this Privacy Statement for these areas of processing for details of the personal data we collect in these circumstances, who we share it with and how long we keep it.
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);
•Whether you are receiving the Garden Design Journal;
•Information to confirm your eligibility to your membership category (for example: college information for those applying for Student membership, evidence of qualification for those applying for Pre-registered Membership as a graduate; evidence of successful completion of Adjudication for those applying for Registered Membership and for Registered Practice membership, details of Practice Personnel);
•Certain other information which you provide when you take part in Conferences or Designer Development Days or attend an Awards dinner, this may include dietary needs and any feedback you have provided on the event;
•Financial information, including payment card details for transactions not processed via our website. We do not store this information; we shred or delete the card information once the payment has been processed. Where payments are made via the website, we do not collect or store payment card details as we use a third party payment gateway;
•Information about your engagement with the Society for example your purchases or if you make an enquiry about membership benefits or services; and
•Your communication preferences.
How we use personal information.
Your personal data collected and processed by us is used for the following purposes:
•Administration of our membership records 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;
c)communicate to membership information as may be deemed useful;
d)encourage and facilitate networking between members and friends of the Society.
•Fulfilling contracts you enter into with us for the supply of goods or services, for example attending a Conference or a Designer Development Day.
•Where we have your consent to do so, sending you marketing communications by email, about membership benefits, events and activities organised by the Society or by others which we think may be of interest to you, including tailoring our messages to you to ensure our marketing messages are relevant to your membership category.
Communicating with you
You have the opportunity unsubscribe from email marketing communications every time we contact you. We will always act upon your wishes about the marketing communications you want to receive from us. If you exercise your right to unsubscribe, you can choose to re-join our email communications list at any time by contacting the SGD office at firstname.lastname@example.org, or by calling 0115 968 3188.
There are, however, some communications that we need to send to you regardless of your marketing preferences. These administrative communications are necessary as part of our legitimate interests as a membership body, or to fulfil our contract obligations to you. Examples of these types of communication include sending you:
•membership mailings such as your renewal notification;
•the Garden Design Journal where this forms part of your membership benefits;
•transaction notifications and payment receipts;
•AGM notices to our members.
Where you have elected not to receive email communications, we may send you administrative communications by post.
Sharing your information with others
As part of the administration of your membership, and to give you access to the benefits and services associated with your membership, personal data collected may be shared with the following groups:
•SGD employees, volunteers and others under our direct authority, 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.
In addition, with appropriate contractual protections, your name and postal address is shared with CPUK Print Publishing for the purpose of sending you your copy of the Garden Design Journal. Your name and email address is shared with Constant Contacts, our email service provider.
If you are attending a catered for event, for example the Conference, your dietary needs and name may be shared with the venue provider for catering purposes.
How long we keep your information
In the absence of other specific legal, regulatory, or contractual requirements, we will retain your membership records and other documentary information created during your membership for a period of 7 years after your membership ends, or your last interaction with us, if later, for accounting, tax, and record keeping purposes.
Members’ names, addresses and membership type will also be held on record for a period of ten years after their membership ends to comply with Companies Act requirements relating to the Register of Members.