Privacy Policy
- Privacy Policy Updated 20/3/2025
Who we are
Our website address is: www.tahcal.co.uk.
Privacy Notice Torquay Allotment Holders Co-operated Association Ltd
Torquay Allotment Holders Co-operated Association Ltd (from here on known as TAHCAL) is the data controller for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation (UK GDPR), which means it determines what your personal data is used for and why it is collected.
The purpose of this privacy notice is to tell you about how we collect and use personal data in connection with our service. We may update this privacy notice from time to time. When we do this, we will communicate any changes to you and publish the revised privacy notice on our website.
Our registered office address is 17 Skye Close, Torquay, Devon, TQ2 7DT
This will change from time to time according to whom is elected as secretary at our AGM.
We have two data controllers which help oversee issues and keep up to date with legalisation.
What data we need to collect and use?
To provide Allotment tenancies for existing tenants and prospective tenants, we will
collect and use the personal information below:
• Name
• Address
• Email Address
• Phone Number
How do we use your personal information?
Collecting this data is necessary to provide TAHCAL with the information to:
• register your interest in applying for an allotment and be placed on the waiting list.
• contact you when a plot is available.
• set up a Tenancy Agreement in order to rent a plot.
• send invoices to request payment of rent.
• provide updates regarding the allotment.
• provide your name and address to Southwest Counties’ Allotment Association (SWCAA) to validate insurance.
• we may provide your name and address regarding the Kings Seed Scheme.
Who else might we share your personal information with?
Sometimes we may need to share your information, but we will only do so where we
have a valid legal basis to share data. We will only share the minimum information for
each circumstance. We may share some of your personal information with one or
more of the following:
Site Stewards– these are allotment tenants who have volunteered to help with the management of the allotment site on behalf of TAHCAL. The Site stewards show vacant plots to prospective tenants, assist with site inspections, advise on site issues, provide guidance to new and existing tenants. To carry out this role, site stewards are provided with the following information:
• Current tenants – Name, Plot number, phone number
• Prospective tenants – Application Date, Name, phone number
Site stewards will only hold your information while they carry out this role. You will be informed by TAHCAL if:
• A site steward is no longer in post.
• When a new steward is appointed.
The stewards are voted on at an AGM or the committee may co-opt a member to carry out duties.
What is the legal basis for our use of your personal information?
The information below shows the legal bases we are relying on to use your personal
information.
Personal information – Our legal bases for using your personal information are to enter or perform a contract with you.
How long we will keep your personal information?
We will hold this information for as long as it is needed, or if we are required to do so by law. In practice this means that your personal information may be retained for the relevant period listed below:
The period of time we will hold this information is determined by.
• Current tenants – the duration of the tenancy
• A prospective tenant being on the waiting list, until the following:
1. Accepts the offer of a plot and signs a tenancy
2. No longer wishes to be on the waiting list and informs the secretary of this.
3. Refuses offers of vacant plots (without valid reason)
After this, your personal information will be removed after a term of 6 years in line with our financial records. However, a member that has been expelled or banned from the Allotment will be kept and archived.
The Data Controllers will have access to your Plot Number, name, address, telephone number(s) & email address.
Your rights as a data subject
The law gives you a number of rights to control what and how personal information is used by us, including the right to access a copy of your personal information and withdraw your consent when we rely on your permission to use your personal data.
To access a copy of your personal information please email secretary@tahcal.co.uk
You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at secretary@tahcal.co.uk or by writing to our data protection officer at:
17 Skye Close
Torquay
Devon
TQ2 7DT
If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Website: https://ico.org.uk/
If you have any questions please email secretary@tahcal.co.uk
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An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
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Cookies
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