Membership Privacy Policy

This policy sets out the basis by which Suffolk Gardens Trust processes your personal data :

‘Data Controller’

The Suffolk Gardens Trust (SGT) is the ‘Data Controller’ for the purposes of the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) 2018.

The information the SGT needs to hold :

When you apply to join the SGT, you will be asked to supply the following information which will be entered onto the SGT records, but will not be held online :

  • Your name, address, and, if possible, an email address and a telephone number.
  • The type of membership you seek – individual, family or corporate.
  • Your consent to these details being held on the membership database.

This information will be retained for as long as you remain a member. It will be deleted as soon as is reasonably possible when you resign or cease to pay the annual subscription.

Processing Membership Information :

The SGT will store your membership information securely on the Trust’s database and may use your information in the following ways :

  • To process your membership payment each year.
  • To process your Gift Aid payment every year (if relevant).
  • To send you news and information of events and activities organised by the SGT, and occasionally, to send you news from The Gardens Trust and other county gardens trusts.
  • To send you governance information, including dates, minutes and agendas of meetings.
  • To update your information and to invite your interest in related matters.

Third Parties and your Information :

The SGT uses third-party providers to deliver parts of the services it provides to you. The SGT will never sell your information to third parties. The following third parties are currently used :

  • Barclays Bank to process membership and other payments.
  • Microsoft Excel and Access to store your data.
  • A memory stick to hold information which the Membership Secretary accesses via a secure password

Changes to your Information :

The SGT will retain your information until you decide to resign your membership. If you would like to access the information the trust holds about you, or would like to change any information that we hold, please contact the Membership Secretary by email at :

or by post to :
The SGT Membership Secretary, 10 Walled Garden, Sudbourne Park, Sudbourne, Woodbridge, Suffolk IP12 2AQ

This Privacy Policy was agreed by the SGT Council in December 2018. Any changes will be notified.