This privacy statement tells you what to expect when we process your personal information. This is the main privacy notice for the International Fertiliser Society. It is important for you to read this statement in full to understand how we use your data and your rights in relation to your data.
The International Fertiliser Society needs to process personal data in order to deliver our services to you, such as:
- Inform Members and contacts about our forthcoming conferences and meetings.
- Distribute copies of Fertiliser Update.
- Provide information about other Society activities, such as webinars.
We are committed to treating your information securely, with respect and in line with data protection law.
We keep this Privacy Statement under regular review and we will place all updates of this page on the website as soon as it practicable.
For further information you can contact us as follows:
International Fertiliser Society
PO Box 12220
Telephone: 0044 1206 851819
The International Fertiliser Society takes care to respect the privacy of Members, and all who communicate with the Society. We will only collect personal information when we need it. The type of information we need from you will relate purely to contact information allowing us to communicate with you. When we ask you for information, we will make it clear why we need it.
Unless specifically requested otherwise each Contact will receive appropriate information about the Society and its activities, along with information relating to fertilisers and crop nutrition.
Contacts can decide not to receive communications and/or publications, or change how the Society contacts each Contact at any time by advising the Secretary in writing.
In general, information provided to the Society is for its internal use only, to further the Society’s activities and purpose. No information is shared with, or sold to, other organisations. E-mail addresses are not made available to others, and if communicating to Members and others by e-mail, the Society ensures that e-mail addresses are not accessible by third parties.
If, on occasion, the Society needs to share personal information with a third party, for some specific purpose, it will only do so if the third party has robust data protection policies and practices, and with the permission of the Contact.
We may also share information when required by law, for example, where ordered by the Court or to protect an individual from immediate harm.
Membership records (past and present)
These include names, contact addresses, telephone numbers, e-mail addresses, mobile number as supplied and details of joining and leaving dates. The records also show the amount of membership fee paid, and how paid. This information is encrypted on the IFS laptop, which is also protected by a separate password and firewall.
The membership records are kept by the Membership Secretary and the personal details of members will only be supplied by the membership secretary to:
- Other committee members for use in connection with the Society’s activities.
- Another member, as long as the member whose details are being supplied agrees to those details being supplied.
- Any organisations so that it can hold member’s name and e-mail address for the purpose of sending out e-mails to all members for whom the Society has an e-mail address as an agreed method of communication (at present the only such organisation is Mailchimp and any member can unsubscribe from that mailing list at any time).
- Any organisations providing online backup for the membership records.
Records of past members will be retained by the Society unless the member who has left the Society’s membership specifically requests, in writing or by e-mail (firstname.lastname@example.org) to the Society’s Secretary for his or her details to be removed from the Society records. Any such request will be acknowledged and confirmed as removed.
Other personal information
Photographs are sometimes taken at Society meetings and events. These photographs may contain images of Members and non-members, which unless a specific request is received in writing that an image should not be published these photographs may be used in Society publications or as part of Society displays.
Your rights in relation to your data
We are committed to upholding your rights in respect of your personal data.
The right to be informed
Through the provision of this statement and other privacy notices as appropriate, we will be open and transparent about how and why we use your personal information.
The right of access
You have a right to ask us what personal information we hold about you and to request a copy of your information. This is known as a ‘subject access request’ (SAR). Please write to the Society’s Secretary or e-mail – email@example.com
SARs need to be made in writing and we ask that your written request is accompanied by proof of your address and identity.
If you are seeking to obtain specific information (e.g. about a particular matter or from a particular time period), it helps if you clarify the details of what you would like to receive in your written request.
If someone is requesting information on your behalf they will need written confirmation from you to evidence your consent for us to release this and proof of ID (both yours and theirs).
We have 30 calendar days within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible).
The right to rectification
You can ask us to rectify your personal data if it is inaccurate or incomplete. Please help us to keep our records accurate by keeping us informed if your details change. The Society will correct, as soon as possible, any information found to be incorrect and/or is advised to be incorrect and/or requires to be changed/updated.
The right to erasure
The right to erasure is also known as ‘the right to be forgotten’. In some circumstances, you can ask us to delete or remove personal data where there is no compelling reason for its continued processing. This is not an absolute right, and we will need to consider the circumstances of any such request and balance this against our need to continue processing the data. Our response will also be guided by the provisions of our retention schedule.
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