Data Policy
What member data does Lleyn & Eifionydd Beekeepers’ Association (LLEBKA) hold?
Members data includes type of membership, members’ name, contact address, email address, telephone numbers, data of joining or renewing and membership fees paid. This data is collected directly from membership applications when members join or renew their membership of LLEBKA.
What is this member data used for?
Members’ data is used by officers of LLEBKA for the administration and running of your membership; the communication of information and the organisation of events.
Who is member data shared with?
Members' data is shared with the following 3rd party organisations:
- to the WBKA and their publisher with your address to enable them to send you the Welsh Beekeeper Magazine, Guidance booklets and Insurers for Public Liability Insurance.
- to the National Bee Unit for forage warnings, disease warnings, registration on BeeBase, etc.
- to BDI for Bee Disease Insurance.
Members’ data will NOT be shared with any other 3rd party organisation.
Members' data is stored electronically on computers and LLEBKA will ensure that appropriate protection and security measures are taken to protect the data against unlawful use, loss or damage. Member data files shall be encrypted and have password protection so that anyone receiving a copy cannot read the contents unless they have the password. Written membership applications will be securely stored at Membership Secretary's residence.
When an LLEBKA officer who holds such information leaves his or her role, the LLEBKA data officer will ensure the safe deletion of that information if it is on a personal device.
Who is responsible for ensuring compliance with the relevant laws and regulations?
The person responsible for ensuring LLEBKA discharges its obligations under the GDPR is the Treasurer whomay be contacted by email at secretary.llebka@gmail.com.
Who has access to member’s data?
Members of the management committee of LLEBKA have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
What is the legal basis for collecting this data?
LLEBKA collects members' data that is necessary for the purposes of its legitimate interests as a membership organisation representing honeybees and Lleyn & Eifionydd Beekeepers. LLEBKA will seek members specific consent via their membership application to using their data in the manner outlined in this policydocument.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
How you can check what data LLEBKA have about you?
Members have the right of access to information held by LLEBKA, any member wishing to access their personal data should put their request to the LLEBKA Treasurer by email at secretary.llebka@gmail.com. LLEBKA are required to provide this to you within one month. Currently there is no fee for this service.
Do LLEBKA collect any “special” data?
GDPR refers to sensitive personal data as “special categories of personal data”. LLEBKA do not record any such special data.
How long is data held and what is the maximum interval between updates?
Data will be held for a maximum of two years, however, we will delete any former member’s contact details entirely on request.
Data will be updated at least annually to coincide with subscription renewals. Minor updates will be carried out every three months, to add or subtract any leavers or new members to the list of members to receive the Welsh Beekeeper magazine and for insurance purposes.
In addition to the regular updates above, members data will also be updated in the following circumstances:
- to correct errors or incorporate changes to member data
- a member requests that it be changed in whole or in part.
- the data is no longer required e.g. the member leaves LLEBKA. LLEBKA will delete members' data upon notification by next of kin of a members death. All changes to / deletion of information shall be made promptly.
Other data, such as that relating to accounting matters, is kept for the legally required period.