Why This Policy

At Orchard Link, we take your privacy seriously and we keep our procedures to safeguard your data under constant review. From May 2018 the General Data Protection Regulations (GDPR) placed a greater burden on organisations which gather and hold your personal data, and more accurately set out your rights (see the table below for those rights and how they relate to Orchard Link).

There are a limited number of discrete reasons under which organisations may collect, retain and process your data. Orchard Link does so to pursue its legitimate interests in support of your contact with us, your membership and associated Event, Course and Hiring activity.

This privacy policy has been approved by your Committee. We are not required to appoint a Data Protection Officer, but a committee member will act to safeguard all our interests in this regard. We will review this policy when appropriate and at least once a year. In all instances of wishing to contact Orchard Link about your data, please use the contact form on the website, selecting “My Data” as the category.

The Data We Hold And Process

At Orchard Link we will only use your personal information to keep in touch with you, and other members, through emails and newsletters and to manage Orchard Link and the services we offer as efficiently as possible.  Our primary means of communicating with you will be through a newsletter and emails through our MailChimp account.

If you make equipment bookings you will be asked to provide your name, a contact email address and a telephone number as part of that process. Orchard Link will make that information available to other hiring members through the members-only calendar on the website for the purposes of managing and transferring the equipment. This information will be also held by our booking agent “SimplyBook.Me” and will be held according to SimplyBookMe’s Privacy Policy.

If we receive a request for your data from any other external organisation or individual, we will always refuse, but if we feel the request has merit for you we will contact you with the request and invite you to contact them directly if you desire.

We will keep no more information than that which you have shared with us and at most that will be the following:

  • Your name, your address, your home telephone number and your mobile telephone number, your email address and any further optional information you have shared with us on the registration form, account profile page, event application, hiring form or Harvestline submission.
  • Any information you submit to us on a Contact Us page form.
  • A record of any equipment hirings and any Harvestline postings you have made.
  • A record of courses and events you have attended.
  • A record of payments made for membership, courses, events and equipment hirings

This data is kept securely either on our SSL-protected website, or on Orchard Link’s Google drive as password-protected computer files (both controlled under this Privacy Policy and the latter also under Google’s Privacy Policy), or within our Mailchimp Audience SSL-protected database (under Mailchimp’s Privacy Policy). The data will be available to members of the Committee to the minimum level required in pursuit of their activities on your behalf. Your name, contact number and email address will be shared privately with other hiring members (through an online calendar behind the member firewall) when you make a booking in order to manage equipment handovers smoothly. This data will be deleted from the calendar periodically during and at the end of every hire season.

Orchard Link will keep general past personal data records for a maximum of two years from your last subscription expiry, after which they will be deleted.  Anonymised statistical data only will then be retained.  You can always unsubscribe from our Mailchimp emails, but since they will be the primary means of communicating with our Members, we will interpret it as a desire to leave Orchard Link and will cancel your membership accordingly and start the two year deletion clock. Harvestline data is not related in any way to Membership and will therefore be deleted annually in December at the end of each season.

The Data We Do Not Hold Or Process

Orchard Link does not record or store any data categorised by the Data Protection Regulations as “sensitive” or “special category”. Orchard Link does not record, or store any sensitive financial information such as bank account numbers or credit card numbers, except fleetingly that information passed to, and held by, our bank as part of any BACS transfer you request us to make (where necessary to refund where you chose to pay by a card payment). In these instances, we will delete this information from storage under our control as soon as it has been transferred to the bank and, once held by the bank, it will be governed by the HSBC’s Privacy Policy.

In cases where members choose to pay for membership, equipment hire, course fees, etc by Paypal, then the relevant financial data (bank account numbers or credit card numbers) is held by Paypal, not by Orchard Link and the transaction is governed by Paypal’s Privacy Policy.

Website Cookies: While our website uses cookies to manage your visit and remember whether you have logged in or not, Orchard Link does not process or use any information arising from these cookies and we retain no record of your visits, other than anonymised analytical data processed through Google Analytics. You should be aware, however, that your web browser, search engine and the linked websites which you access through our website (primarily Simply Book Me, Paypal and You Tube as well as our social media links) may track your visit to our website and hold data relating to your visit over which we have no control. We advise you to become knowledgeable about the behaviour of the systems you use to access the web and use your privacy controls to best reflect your wishes.

Your Rights Under the GDPR

As a not-for-profit organisation we will remain unregistered with the Information Commissioner’s Office, but we will remain fully compliant with the General Data Processing Regulation (GDPR) which came into force in mid-May 2018. As such you, as the “data subject” within the regulations have the following eight rights, the first seven of which have applicability to Orchard Link.

It should be noted that, in common with most legislation, there is much detail in the rights and if you plan to exercise one of them (particularly those marked *) it would be good to have a look at the full details on the Information Commissioner’s website (linked at the bottom of this page). In all circumstances we will do our best to assist you in exercising your rights or suggesting an independent adviser in the unlikely event of any conflict. We hope that should you elect to pursue any of these rights with us, you will remember that we are all volunteers and responses will take time.

The rights which specifically apply to Orchard Link

Your Right How you Exercise It with Orchard Link
The right to be informed through this privacy policy
The right of access just ask us
The right to rectification having seen what we hold, you can tell us to change it if it is wrong
The right to erasure In certain circumstances* you can ask us to erase the data we hold at any time; your data will also be erased within two years after you leave Orchard Link for any reason. In these circumstances, clearly you cannot continue to be a member of Orchard Link if we cannot hold your data.
The right to object if for any reason you feel the data we hold is causing you concern – although that is unlikely given that we only hold the above data – you can object* to us, and if you are not happy with our response, to the Information Commissioner
The right to restrict processing we only process your data internally for your benefit as a member and to assist us in managing Orchard Link; you can at any time ask us about this and if you desire, restrict what we do*
The right to data portability although we do not believe there to be any equivalent organisations we cannot rule out there may be a need for us to transfer your data (but only at your request*) to a similar organisation.
    To exercise any of these rights, simply use the contact form to ask what we hold (please select “My Data” as the message category)

The right which doesn’t specifically apply to Orchard Link:

Right which doesn’t apply Why it doesn’t apply
Rights in relation to automated decision making and profiling. we do not conduct these activities

*Full details of individual’s rights under GDPR regulations are in this section of the Information Commissioner’s Office website.
For further detailed information on the rules concerning Data Protection please refer to the Information Commissioner’s Office website

Last Updated: 23 June 2020