Data Protection & Privacy Policy
Purpose of this Policy
This policy outlines how Enniscorthy Community Allotments, collects, stores, uses, and protects personal data in line with the EU GDPR and Ireland’s Data Protection Act 2018.
Who We Are
Enniscorthy Community Allotments is a voluntary organisation that manages an Allotment Site/Events for the benefit of its members and the local community.
Data Controller: [Michael Devereux]
Contact Email: [Enniscorthyallotments@gmail.com]
Phone (optional): [087/2927138]
What Personal Data We Collect
We collect and process the following categories of personal data:
| Personal Data | Purpose |
|---|---|
| Name, address, phone, email | To manage membership, waiting lists, tenancies |
| Plot number & agreement details | For site and membership administration |
| Payment records | For rent collection and financial reporting |
| Photographs (with consent) | For newsletters, reports, and publicity |
| Correspondence | To manage communications and records |
Why We Collect Your Data (Legal Basis)
We process your data based on the following lawful grounds under Article 6 of the GDPR:
- Contract – to administer your tenancy or membership agreement
- Legal obligation – to meet financial, safety, or reporting obligations
- Legitimate interest – to run the allotment efficiently and maintain community engagement
- Consent – where applicable, for optional uses such as newsletters or publicity materials (you may withdraw consent at any time)
How We Use Your Data
We use your personal data to:
- Administer allotment plot tenancies and waiting lists
- Send invoices, rent reminders, AGM notices, and newsletters
- Maintain membership records
- Organise events, volunteer activities, and meetings
- Comply with insurance, health & safety, and other legal obligations
How We Store and Protect Your Data
- Personal data is stored securely in password-protected systems or locked filing cabinets.
- Access is limited to authorised committee members.
- We do not share your data with third parties unless legally required or you give consent.
- We do not transfer data outside the European Economic Area (EEA).
Who We May Share Your Data With
We may share data with:
- Revenue, if required for financial reporting
- Our insurers, in case of incidents or claims
- Local authority, if involved in site ownership or funding
- Third-party service providers (e.g., accountants or web/email hosts), under confidentiality agreements
We will never sell your personal data.
Data Retention
We keep your data only as long as necessary:
| Data Type | Retention Period |
|---|---|
| Tenancy agreements | 6 years after termination |
| Financial records | 6 years (Revenue compliance) |
| Waiting list entries | Until request for removal or after 2 years of inactivity |
| Emails and correspondence | 2–3 years or as needed for administrative purposes |
Your Data Protection Rights
Under GDPR, you have the right to:
- Access your personal data
- Rectify incorrect or incomplete data
- Erase data (right to be forgotten), subject to certain conditions
- Object to or restrict processing
- Data portability (receive a copy in machine-readable format)
- Lodge a complaint with the Data Protection Commission
📞 Contact the DPC (Ireland):
- Website: www.dataprotection.ie
- Phone: 01 765 0100 or 1800 437 737
- Email: info@dataprotection.ie
Contact Us About Your Data
To make a request or raise a concern, please contact:
Name: [Data Protection Contact Person or Chairperson]
Email: [Email address]
Phone: [Phone number, optional]
Changes to This Policy
We review this policy annually or when regulations change.
Adopted on: [Date]
Next review due: [Date]
Declaration All committee members who handle data must read and comply with this policy. Members and tenants will be informed of updates.
Download
Need a copy for your records? You can download the full policy below.