The Game Farmers’ Association (GFA) is the data controller for personal data relating to members – ordinary, associate and trade as well as suppliers and associates. Our contact address is PO Box 3629, Wokingham, RG40 9LG.

We do not trade personal data for commercial purposes and will only disclose it in the form of the annual membership list (GFA Constitution, paragraph 3.4), if required by law, as necessary to arrange event attendance and produce the annual Trade Directory, or with your consent.

To contact us with a data protection query regarding the processing of your personal data, please use the contact us or secretary@gfa.org.uk

Details of our processing

We believe that all these purposes are justified, in line with our Constitution, on the basis of our legitimate interests in running and promoting a trade organisation. If you would like to know more, please read below:

Members

As a member, we will hold the following information about you:

• Name and contact information.
• Demographic information such as postcode.
• Information and documents relating to the service we are providing, including communications and correspondence with you.
• Billing and payment information.

We process members’ personal data for the following reasons:

• Administration of membership (annual renewals, annual membership list*, trade directory**, committee meetings and AGM)
• Sending our newsletter out by post three times a year.

When your GFA membership ends, we will keep your membership data for 3 years, in case you have any follow up enquiries or want to re-activate your membership during that time.

We need to keep the details of financial transactions for a further 4 years after that financial year, in the event of a tax or banking enquiry.

Other than as implied above, we will not share any of the information you provide with any other organisation without your explicit written consent. The information you provide will be held securely by us whether the information is in electronic or physical format.

*Local printers (Jay Printers of Wokingham) photocopy the members list. We have an agreement in place which ensures the confidentiality and security of the membership data.
**Bournemouth Colour Press Ltd print the newsletter and trade directory. We have a contract in place with them which stipulates that they take responsibility to process GFA data appropriately. This includes implementation of appropriate security measures to ensure the security of the data including password protected access, daily back-ups and encryption and prompt reporting of a breach to GFA.

Suppliers and Associates

As a supplier or associate (subcontractor), we will hold the following information about you:

• Name and contact information.
• Demographic information such as postcode.
• Information and documents relating to the service you are providing, including communications with you.
• Billing and payment information.
• Bank details.

We process supplier and associates’ personal data for the following reasons:

• Management of the relationship
• Payment of invoices

When the relationship comes to an end, we will keep your personal data for 3 years. We need to keep the details of financial transactions for a further 4 years after that financial year, in the event of a tax or banking enquiry.

We will not share any of the information you provide with any other organisation without your explicit written consent. The information you provide will be held securely by us whether the information is in electronic or physical format.

Data security

We will always hold your information securely.
To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.

Links from our site

Our website may contain links to other websites.

Please note that we have no control of websites outside the secretary@gfa.org.uk domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.

Visitors to our Website

When you visit our website, we use cPanel's standard logs to collect information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website. The information is only processed in a way which does not identify anyone other than by the IP address that the site was visited from. Please note that GFA do not track or use IP addresses.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Your Rights

As an individual whose personal data is processed by the GFA you have these rights.

• The right to be informed, which is what this privacy policy is for.
• The right to access what data we hold about you.
• The right to object to direct marketing – either use the unsubscribe option or contact us directly.
• The right to object to processing carried out on the basis of legitimate interests.
• The right to erasure (in some circumstances).
• The right to data portability.
• The right to have your data rectified if it is inaccurate
• The right to have your data restricted or blocked from processing.

If, at any time, you want to verify, update or amend your personal data please email secretary@gfa.org.uk.

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office www.ico.org.uk/

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 15 April 2018.

Contact

You can contact us at secretary@gfa.org.uk if you have any questions about this policy.