Privacy Policy


This privacy policy is to let you know how we are committed to the safeguarding of your personal
data. The policy explains how we collect, store and use your personal data and any associated
information when you engage with us, transact with us or visit our website. It also describes the
types of data we collect, how we use that data, and your rights to control our use of that data at any

Information we collect
Swallowfield Horticultural Society (‘SHS’) collects data from: –
▪ members of SHS
▪ volunteers, supporters and friends of SHS
▪ traders and suppliers
▪ exhibitors who participate in SHS shows
▪ on-line ticket purchasers
▪ show visitors who complete on-line or hard copy feedback forms

The data collected is limited to names, addresses, telephone numbers, email addresses and a
limited amount of other information which is relevant to individual’s relationship with SHS (e.g. type
of business or services undertaken or particular areas of interest in SHS activities).

We do not store personal data acquired from any other electronic or hard-copy source. We will only
store your information with your specific written consent, which can be obtained from forms you
complete (electronic or hard copy), or written correspondence (email or by letter). We will not store
information relating to children under 16 without written consent of a parent or guardian.

How we use your information
We will only use the information we collect to provide information to and communicate with you in
connection with SHS activities. We will not share your information with any other person or
organisation without your specific written consent.
How we keep your information safe
Contact information is stored centrally by SHS on secure servers which can be accessed only by
SHS members with a specific need to use it and who are authorised in writing by the SHS

Your rights
Please contact if you require details of the information we hold
on you or if you wish to have it permanently deleted. You can withdraw your consent for us to
use your personal data at any time.

Please contact us at the above email address if you
want to do so. If you do not have access to email you can write to the secretary at

Wessex House, Basingstoke Road, Swallowfield, RG7 1PY

Changes to our Privacy Policy
This policy, and the information we retain, is reviewed annually. Information that is out of date or no
longer required will be deleted permanently. Changes to this policy will be published on our website
and, where appropriate, will be notified to you in writing.

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