Rye Allotments

Privacy Notice & GDPR

As part of our commitment to data protection we will regularly check that the information we hold for plot holders and those on our waiting list etc. is both correct and up-to-date. We will send out a survey from time to time asking respondents to provide us with their latest contact details and their preferred method of being contacted by us.


Thank you to those who responded to our latest survey.

In addition to the above we would also remind plot-holders that the allotment Rules also require you to advise us if your details change.


If, after having read the Privacy Notice below, you would like to find out even more, please use the links to the left of this page to navigate to our Data Protection and Data Retention policies.


If, having read our Privacy Notice, you would like to make a 'subject access request' to find out more about the personal data we may hold and how we process it please click the relevant link on the left of this page.


Privacy Notice

Learn how we collect, use, disclose, retain, and protect your personal information.




This Privacy Notice applies across all websites that we own and operate and all services we provide. For the purposes of this notice, we'll just call them our 'services'.


We are committed to respecting and protecting your privacy. This Privacy Notice sets out the type of information we collect from you and what we do with that information.


When we say 'personal data' we mean identifiable information about you, like your name, email, address, payment information, comments on our website(s) or social media pages and so on. If you can be identified (for example, where personal data has been aggregated and anonymised) then this Privacy Notice doesn't apply.


We may need to update this notice from time to time. Where a change to this notice is significant, we'll make sure we let you know - usually by sending you an email.




Who are we?


When we refer to 'we' (or 'our' or 'us'), that means Rye Amenity CIC. We are a Community Interest Company registered in England under company number: 07717873. 


Our registered office is: Queens Head, 19 Landgate, Rye, East Sussex, TN31 7LH. We are registered with the Information Commissioner's Office and our registration number is: ZA029825.




Our principles of data protection


Our approach to data protection is built around four key principles. These are at the heart of everything we do relating to personal data.


Transparency: We will always approach how we process personal data by being open, honest and transparent.


Enablement: We will do everything we can to enable you to maintain your rights in relation to the personal data we collect.


Security: We will do all that we can to ensure the security of the personal data we collect.


Stewardship: We accept the responsibility that comes with processing personal data.




How we collect your data


When you use our services, we collect personal data. The way we collect it can broadly be categorised as follows:


Information you provide to us directly: When you use some parts of our website or when you use our services we will ask you to provide personal data to us. For example, we ask for your contact information when you ask us for details about applying for an allotment. If you don't want to provide us with personal data, you don't have to, but it might mean you can't use some parts of our website or our services.


we only ask you to provide information that we require to be able to provide our services to you.


Where we collect personal data, we will only process it:


  • to perform a contract with you, or
  • where we have legitimate interests to process the personal data and they're not overridden by your rights, or
  • in accordance with a legal or regulatory obligation.


Our website supplies us with 'analytics' that provide us with information including how many visits the site has, which pages on the site receive most views and so. We'd like to reassure you that the 'analytics' we receive are totally anonymised. However, if you'd like to get a better understanding of how to get control of cookies on your system, we'd suggest that you go to www.aboutcookies.org - they have lots of up-to-date information about how to manage cookies in the latest internet browsers.




How we use your data


First and foremost, we use you personal data to provide you with any services you've requested and to manage our relationship with you. The relationship we have with you is most likely to be 'contractual' for the purposes of the General Data Protection Regulation. This may be because you are an allotment tenant, are on our waiting list for an allotment, or have made an enquiry with a view to taking on an allotment.


We also use your personal data for other purposes, which may include:


To communicate with you, which may include:


  • providing you with information you've requested from us or information we are required to send you
  • operational communications, like changes to the allotment rules, our website and services; consultations; security updates; or assistance with using our services
  • marketing communications: if you are a customer we might contact you by email, unless you have asked us not to
  • asking for your feedback or to take part in any research we may conduct.


To support you: This may include assisting with the resolution of issues relating to our services. This support is likely to be by email.


To enhance our services and website: For example, your use of our services so we can learn and keep improving.


To protect: So that we can detect and prevent any fraudulent or malicious activity, and make sure that everyone is using our services fairly, and to be able to monitor and enforce. For example, undertaking plot inspections and upholding/enforcing our allotment rules where required.




How we can share your data


There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:


  • third party service providers who assist us to use the personal data to, for example, support delivery of, or to deliver our services to you
  • regulators, law enforcement bodies, government agencies, courts, or other third parties where we think it's necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
  • an actual or potential buyer (and its agents and advisors) in connection with an actual or proposed purchase, merger or acquisition of all or any part of our business
  • other people, but only where we have your consent.


Just to reassure you, we will never sell your personal data for marketing purposes.


We will only store or transfer your personal data in the UK or within other localities that ensure compliance with the same standards. This means that your personal data will be fully protected under the General Data Protection Regulation.






Security is a priority for us when it comes to your personal data. We're committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens.


If you would like more detailed information, please feel free to contact us at ryeamenitycic@gmail.com or to write to us.






The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it. For example, to provide you with a service you've requested or to comply with applicable legal, tax or accounting requirements.


We'll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we'll make sure it's securely destroyed, deleted, or anonymised.




Your rights


It's your personal data and you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time - just send your request to ryeamenitycic@gmail.com. Alternatively, you can write to us.


You also have rights to:


  • know what personal data we hold about you, and to make sure it's correct and up-to-date
  • request a copy of your personal data, or ask us to restrict processing your personal data or delete it
  • object to our continued processing of your personal data.


You can exercise these rights at any time by sending an email to ryeamenitycic@gmail.com, or by writing to us.


If you're not happy with how we're processing your personal data, please let us know. We will review and investigate your complaint, and get back to you in a reasonable time frame - usually within ten working days. You can also complain to the Information Commissioner's Office. They will be able to advise you how to submit a complaint.




How to contact us


We're always keen to hear from you. If you're curious about what personal data we hold about you or you have a question or feedback for us on this notice, our website or services please get in touch.


As we move towards transacting more of our business online, we prefer to communicate with you by email - this ensures that you're in contact with us quickly and assists in complying with any regulatory time frames.


Our email address is: ryeamenitycic@gmail.com


However, if you'd prefer to write to us, please use the following address:


Rye Amenity CIC, Queens Head, 19 Landgate, Rye, East Sussex, TN31 7LH


As a small company, we don't have telephone lines and cannot therefore offer you the opportunity to contact us by phone. 


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