Rowhedge Allotment Association Ltd
Website: www.rowlots.org.uk
Rowhedge Allotment Association ("we", "our", "us") is a cooperative society that manages and supports the allotment community in Rowhedge, Essex.
This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website or contact us.
We may collect and process the following personal data:
Contact details (name, email address, phone number) — if you fill in a contact form or email us directly.
Membership information — if you apply to become a member.
Technical data — including your IP address, browser type, and browsing behaviour (via cookies or analytics tools, if used).
We do not collect special category data unless required for specific purposes (e.g., accessibility requests), and only with your explicit consent.
We use your data to:
Respond to your enquiries.
Manage allotment plots, member fees and communication.
Send updates or newsletters (only if you’ve opted in).
Improve our website and services.
We do not sell or share your data with third parties for marketing purposes.
Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases to process your data:
Consent — where you have given us permission.
Contractual necessity — to manage your membership or respond to requests.
Legitimate interests — to manage and improve our services and community operations.
Your information is securely stored. We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including legal or administrative reasons.
If you are a member and leave the association, your data will be removed or anonymised within 12 months, unless required for legal purposes.
Under data protection law, you have rights including:
Access to your data
Correction of inaccurate data
Deletion of your data (“right to be forgotten”)
Restriction or objection to data processing
Data portability (where applicable)
To exercise any of these rights, contact us using the details below.
If our website uses cookies, you will be informed via a cookie banner. You may control or delete cookies through your browser settings.
Our website may include links to external websites. We are not responsible for their privacy policies or practices.
For any questions or data requests, please use the contact page on this website.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be posted on our website with the effective date clearly stated.
All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.
We, Rowhedge Allotment Association Ltd, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.