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.
Trade sponsors, exhibitors and advertisers (‘Trade Suppliers’)
How we collect your information
We collect your personal data in various ways:
•when you contact our office or when you attend an event organised by us
•if you ask to be added to the databases maintained by our Secretariat services contractor or our Awards Administrator in order to be kept informed of SGD activities or opportunities.
•when you agree to sponsor or exhibit at an event or advertise in our Supplier’s Directory.
The types of information we collect
We may collect the following types of personal data about you:
•Contact and communication information including your name, employer name, contact title, phone, email and postal address and other business contact details; and where appropriate your communication preferences.
•Records of communications and interactions we have had with you
•Financial details. Where you provide us with your payment card details for card transactions not processed via our website, we do not store this information; we shred or delete the card information once the payment is 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.
•Certain other information which you provide for example when you take part in our Conferences, this may include dietary needs and any feedback you have provided on the event.
•If you attend the Awards Dinner, we will also collect the names of your guests with their company name, your postal address for sending out your tickets and any dietary needs.
How we use personal information.
Your personal data collected and processed by us may be used for the following purposes
•Administering, managing, and developing our business and services to our members.
•Administration of 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 our membership information as may be deemed useful.
•Fulfilment of our sponsorship, exhibitor or advertising agreements with you;
•Unless you have asked us not to, providing you with information about SGD events (such as our Conferences, and our annual Awards), and other opportunities, services or products that we consider will be of interest to you.
Communicating with you
You have the opportunity unsubscribe from email marketing communications whenever 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 email@example.com, or by calling 0115 968 3188 or the SGD Awards office at firstname.lastname@example.org , as appropriate.
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 or to fulfil our contract obligations to you. Examples of these types of communication include sending you:
•Communications about any current sponsorship, exhibitor, advertising or other agreement we have with you, including transaction notifications and payment receipts.
•Renewal notification for the Suppliers’ Directory.
Sharing your information with others
As part of the administration of our relationship with you, 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) and, if you are involved in sponsorship of our Awards, our Awards Administrator (Association Management & Services) both of whom operate with appropriate contractual protections and are required to use your data in accordance with our instructions and to keep that data secure.
•If you are attending a catered for event, for example the Awards Dinner, 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 our records and other documentary information created during our relationship with you for a period of up to 10 years after your last interaction with us, for accounting, tax and the Society’s record keeping purposes.