Data Processing

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Your Personal Data

The Glasgow Allotments Forum will be what is known as the ‘Data Controller’ of your personal data processed in relation to your interactions with us. This privacy notice explains how the Glasgow Allotments Forum will process your personal data.

What we collect and why we need it

When you contact us via our webforms, we collect your name and email address, along with any other information you choose to include on the form.

We also naturally collect information through the process of receiving emails, sent either to our central inbox ( or to individual members of the committee.

We may make audio, video or photographic recordings of our events, and attendees thereof.

While Facebook remains the Data Controller for any information shared on their platform, we may occasionally take information that you disclose to us on Facebook and process it on other platforms during the course of our legitimate activities, e.g. transcription of queries from Facebook into emails between committee members, or in discussions and consequent minutes at committee meetings where relevant.

The Glasgow Allotments Forum needs to process this data to respond to the queries you send us, to process our annual awards, to act on issues raised at committee meetings (including our AGM), to facilitate campaigns, or to organise any of our individual events and community projects.

Legal basis for processing your data

All organisations in the UK must have a legal basis for processing all personal data.

The data listed in the previous section is collected on the basis of your freely given consent, and in pursuit of a legitimate interest during and after the end of an action or project.

What we do with it and who we share it with

Your information will be accessible by the Secretary and Web Officer in the first instance, and relevant elements of information may be shared internally with the other office bearers or wider committee as needed in ordertorder process your query.

Information you send to the Glasgow Allotments Forum via our webform will be delivered to a password-protected Gmail inbox. The servers which host this inbox may be based outside of the European Economic Area.

Recordings of our events will be shared with our audiences primarily via our website and periodic email newsletters, and secondarily through our social media platforms (e.g. YouTube, Facebook and Instagram).

Events that are designed to further specific campaigns (e.g. lobbying the local authority or other relevant interest groups) may have their own unique intended audiences. Details of these will be available to anyone participating in such events (particularly at the point where we collect your consent, where we will explain the specific reasons for making a recording in that instance).

Data Sharing with Third Parties

The Glasgow Allotments Forum will not share your personal data with third parties without your consent (except where it finds itself under any legal obligation to do so).

How long do we keep it for?

We will hold your personal data (e.g. emails) for the duration of your query / the relevant ongoing project plus 12 months. This will allow us to contact you in relation to any matters which arise later.

Note that publicity materials released for public consumption may be difficult (or impossible) to recall after the point of publication.

What are your rights?

As a data subject, you have a number of rights.

You can:

  1. access and obtain a copy of your data on request;
  2. require the Glasgow Allotments Forum to change incorrect or incomplete data;
  3. require the Glasgow Allotments Forum to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  4. object to the processing of your data where the Glasgow Allotments Forum is relying on consent or legitimate interests as the legal ground for processing.

If you wish to exercise any of these rights, please contact


If you wish to raise a complaint on how we have handled your personal data, you can contact the committee who will investigate the matter.

Our committee can be contacted at

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO)