Privacy Policy
Sandiacre and Risley Garden Holders’ Association (SRGHA)
Last updated: May 2026
Sandiacre and Risley Garden Holders’ Association (“SRGHA”, “we”, “us”) is a volunteer‑run community organisation providing allotment plots and membership services to residents of Sandiacre and Risley. We are committed to protecting your personal information and being transparent about how we use it.
1. Information we collect
Information you provide directly
We collect information when you:
Submit a plot application form
Apply for membership
Contact us by email
Provide information as part of your tenancy or membership
This may include your name, address, email, phone number, gardening experience, and any other details needed to manage your application or membership.
Information collected automatically
Our website hosting provider may collect basic technical information such as:
IP address
Browser type
Pages visited
Date and time of access
This is used only for security and basic site operation.
Google Maps
Our website includes an embedded Google Map to show the location of the allotment site.
Google may collect technical information when the map loads, such as your IP address and device details.
2. How we use your information
We use your information to:
Process plot applications and manage the waiting list
Administer membership and communicate with members
Manage plot tenancies
Respond to enquiries
Maintain safe and effective operation of the allotment site
Meet our legal and administrative obligations as an association
We do not use your information for marketing.
3. Legal basis for processing
We process personal data under the following GDPR bases:
Legitimate interest — to run the allotment site, manage applications, maintain records, and communicate with members
Consent — when you explicitly agree to us contacting you (e.g., ticking a box on a form)
4. How long we keep your information
Plot applications: normally up to 12 months if no plot becomes available
Waiting list records: until a plot is offered or you ask to be removed
Membership and tenancy records: while you remain a member, plus up to 6 years for administrative purposes
Emails and enquiries: up to 12 months, unless needed longer for association business
5. Who can access your information
Your information is only accessed by SRGHA committee members who need it to carry out their roles.
We do not sell, trade, or share your information with third parties.
The only external service that may receive limited technical data is Google, through the embedded map.
6. How we store your information
We store information securely using:
Password‑protected email accounts
Secure hosting provided by our website provider
Restricted access for committee members only
We take reasonable steps to protect your data, but as a volunteer‑run organisation we cannot guarantee absolute security.
7. Your rights
You have the right to:
Request a copy of the personal data we hold about you
Ask us to correct inaccurate information
Ask us to delete your information (where appropriate)
Withdraw consent
Object to processing based on legitimate interest
Raise concerns with the Information Commissioner’s Office (ICO)
8. Contact us
For any questions about this Privacy Policy or your data, contact:
SRGHA-1957@outlook.com
Sandiacre and Risley Garden Holders’ Association
Sandiacre, Nottinghamshire