Privacy Notice for Members
The personal data we hold
Members of the White Park Cattle Society Ltd have supplied their contact details, Defra
Holding Number, Ministry Tag number and preferred Prefix to the Secretary. This data is required to process their membership of the Society. The Secretary maintains regular contact with the member via emails, E-newsletters or postal newsletters (if no email is supplied). If any member is under the age of 18 years they are asked to contact the Secretary by return.
How we store the data
The data is stored on a Grassroots database on a password protected laptop which is used solely by the Secretary of the White Park Cattle Society. The data is backed up on an external hard drive which is stored in a secure location. A second copy of the Grassroots Database is stored on a password protected laptop used by the Treasurer of the White Park Cattle Society Ltd. The data is backed up on an external hard drive which is stored in a secure location. The cattle data on our Grassroots database is uploaded weekly to the online Pedeweb system. The White Park Cattle Society Pedeweb online system is password protected and is only open to members and the Secretary of the White Park Cattle Society. Contact details for members do not appear on Pedeweb. Pedeweb is stored on a secure server managed by Grassroots Systems Ltd.
The basis under which we process the data
We process the data under the legitimate interest basis of GDPR as it is believed that a member reasonably expected to receive regular contact from us when they joined the Society. The issuing of email updates and newsletters is felt to have minimal privacy impact on the data subject. White Park Cattle Society Ltd will not pass on any personal data to any other organisation or individual.
How long we retain the data
Personal contact data will be retained for as long as the data subject remains a member of the White Park Cattle Society Ltd. Following the resignation of the member the personal contact data will be deleted.
How we will react in the event of a data breach
If a data breach takes place we will report this breach to the Information Commissioner’s Office within 72 hours of it having been discovered.
The rights of the data subject
The data subject may request to see the data that we hold on them by contacting the Secretary on [email protected] or by writing to 2 Church Street, Marton, Rugby, CV23 9RL. The data subject should confirm by which method they would like to receive the data. White Park Cattle Society Ltd will respond to this access request within one month. The data will either be sent electronically or via the post, whichever is requested by the data
subject. The data subject may ask for any inaccurate data to be corrected. The first point of contact for any query relating to data privacy and data processing is the Secretary of the White Park Cattle Society Ltd.
The Council members of White Park Cattle Society ltd are committed to maintaining robust data storage and data processing procedures and review these on an annual basis. Council members and Secretary of the White Park Cattle Society Ltd will undertake GDPR further training where required.