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Privacy Notice

The Eric Young Orchid Foundation (EYOF) is a unique centre dedicated to orchids and proud Chelsea Flower Show gold medalists. First and foremost we use our expertise to create and develop fine new orchid hybrids. We are world renowned in this field, and are lucky enough to be able to do so without commercial constraint.

EYOF is committed to ensuring your privacy is protected. This privacy notice applies to all personal data controlled or processed by EYOF.

Terms such as personal data, data controller and others pertinent to this privacy notice are defined by article 1 of the Data Protection (Jersey) Law 2018 (DPJL), which can be viewed here: https://www.jerseylaw.je/dpjl.

By ‘we’, ‘us’, ‘our’ we mean Eric Young Orchid Foundation, La Rue du Moulin de Ponterrin,

Victoria Village, Trinity, Jersey JE3 5HH. By ‘you’, ‘your’ we mean any individual member, visitor, employee, supplier or other third party that visits us, accesses our website, our social media or otherwise interacts with us.

This privacy notice sets out how EYOF processes personal data, whether it be in respect of individuals who are members, visitors, employees, suppliers or other third parties collectively being data subjects and further sets out the rights of data subjects in respect of their personal data.

The DPJL requires data controllers to process data lawfully, fairly and transparently and in order to meet these requirements EYOF must give detailed and specific privacy information to data subjects, as follows:

    1. The information we collect:

      We may collect certain personal data and other information from you in order to provide you with access to the Eric Young Orchid Foundation, our website, social media and in order for us to manage our operations and to meet our obligations. We collect this personal data when you communicate with us in person or by letter, phone or email and when accessing our website and social media. The personal data we may collect includes:

      • Your title, name, address, telephone number and email address for membership administration and communication purposes;
      • In certain circumstances, your date of birth;
      • If you join EYOF as a member, we will allocate you a member number to enable the administration of your membership on our system;
      • Financial information e.g. your bank account and debit or credit card information which you choose to provide to us;
      • Your consent e.g. if you provide us with any special category information voluntarily we will endeavour to contact you to discuss the legal basis for our processing this;
      • If you use social media to communicate or connect with EYOF then we collect certain personal data from your social media profile e.g. your name and your social media profile which we may combine with other personal data we hold about you;
      • We may hold additional information about you if your subscription is to be paid by a third party.
      • If you are an employee or past employee please refer to our current staff handbook for details of the personal information we hold in respect of your employment/past employment. A copy of this is available to collect in person from our Administrator or can be emailed or posted to you upon request and confirmation of your identity.

    2. Information we receive from others i.e. third parties:

      EYOF does not routinely collect any personal data from third parties but we may be provided with your name and other contact information by third parties in a variety of circumstances. In all cases EYOF will handle your personal data in accordance with our data protection policy and this privacy notice.

    3. What we do with your personal data:

      1. The purposes for which personal and special category data are
        intended to be processed:

        1. Identify you;
        2. Respond to your questions;
        3. Provide access to the Foundation exhibition, our website,
          social media or to provide other information or assistance you
          may request;
        4. Contact you to provide information about EYOF;
        5. Ensure your health and safety and that of our staff,
          contractors, subcontractors and other third parties who may be
          involved in the provision of goods and services to EYOF;
        6. Manage and enhance our website and social media presence;
        7. General administration in respect of EYOF;
        8. Compliance with all laws, regulations and other standards
          applicable to EYOF;
        9. Protect our legal rights and legitimate interests.
        10. In the event that you or a third party have provided us with
          information regarding special circumstances we will use such
          information to tailor our efforts on your behalf so that these
          are delivered in the most appropriate way possible to meet your
          needs.
      2. The legal basis for our processing of your personal data are:
        1. Contract;
        2. Legitimate interests;
        3. Legal obligation;
      3. The legal basis for our processing of your special category data
        are:

        1. Other legal obligation;
        2. Employment and social fields;
        3. Vital interests;
        4. Medical purposes.
      4. Details of any legitimate interests pursued by EYOF, if our
        processing of your personal data is based on those interests:

        1. To promote EYOF & the appreciation of orchids;
        2. To run EYOF as efficiently as possible;
        3. To ensure EYOF best meets the needs of our members;
        4. To enhance the functionality and security of our systems and to
          ensure these best meet the needs of our members and other
          visitors to our Foundation or our website;
        5. To safeguard the interests of our various stakeholders.

    4. Consent:

      We do not rely on consent to process either personal or special category data.

    5. Who we pass your personal data to, if we pass this on to any third
      parties:

      1. Suppliers, contractors, subcontractors and other third parties
        concerned with the operations of the Foundation;
      2. Suppliers of other goods and/or services or in connection with the
        provision of our websites, technical support and security services;
      3. Payment collection processors;
      4. Delivery/logistics service providers;
      5. Auditors;
      6. Insurers;
      7. Any third party in connection with the enforcement of our terms and
        conditions or the collection of debts or for the protection of our
        rights or those of a third party, our staff, members, customers or
        others in connection with the protection of our assets or the
        safety of any person, the recovery of amounts due to us, to respond
        to any claims against us and to prevent illegal activity;
      8. Government departments including, when required by law, the Police;
      9. Regulators or other legally appointed organisations.

Should your personal data be passed on to a third party providing services
to EYOF that require them to process your personal data then EYOF will seek
to enter into an agreement with that third party setting out the respective
obligations of each party and to agree terms to ensure compliance with the
DPJL or equivalent legislation.

  1. EYOF does not intend to transfer personal data to any country outside the European Economic Area.

  2. The period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period:

    EYOF will store your personal data for a period which is appropriate to the purpose for which it is collected and processed, including to meet any legal, accounting or other regulatory/reporting requirements.

  3. Data subjects’ rights

    1. Data subjects have the following rights regarding data processing, and the data that is recorded about them:
      1. To make subject access requests regarding the category and nature of information held, the purpose for which it is held, details of any processing performed, the period for which it is to be held and to whom it has been disclosed.
      2. To prevent processing likely to cause damage or distress.
      3. To prevent processing for purposes of direct marketing.
      4. To be informed about the mechanics of any automated decision-taking processes that will significantly affect them.
      5. To not have significant decisions that will affect them taken solely by automated processes.
      6. To sue for compensation if they suffer damage by any contravention of the DPJL.
      7. To take action to rectify, block, erase, including the right to be forgotten, or destroy inaccurate data.
      8. To have personal data provided to them in a structured, commonly used and machine-readable format, and the right to have that data transmitted to another controller.
      9. To object to any automated profiling that is occurring without consent. This is linked to the rights of a data subject to object to profiling and to be informed about the existence of profiling, of measures based on profiling and the envisaged effects of profiling on the individual.
      10. Data subjects have the right to complain to EYOF in respect of the processing of their personal data.
      11. To lodge a complaint with the relevant supervisory authority.

  4. Automated decision-making:

    1. EYOF does not use any automated decision-making processes for any purpose.

  5. Provision of personal data

    EYOF does not require the collection of your personal data.

  6. Contact us:

    Telephone: +44 (0) 1534 861963
    Email: admin@eyof.co.uk
    Postal: Attention: Data Protection
    Eric Young Orchid Foundation
    La Rue du Moulin de Ponterrin
    Victoria Village
    Trinity
    Jersey JE3 5HH

EYOF will review this privacy notice periodically and will post updates on our website.

EYOF Privacy Notice v1.0.

17 December 2018.