CHALK VILLAGE GARDENERS CLUB GDPR POLICY

CHALK VILLAGE GARDENERS CLUB GDPR POLICY Overview If you aren’t familiar with the General Data Protection Regulation (GDPR) legislation here’s a quick overview. GDPR is all about ensuring organisations like us are responsible and transparent, and people like you can trust that we only use information about you in a way that you understand and are happy with: GDPR aims to ensure that you know what information we hold about you, why we hold it and what we do with it. It places on us the obligation to ensure that the information is only held for as long as is necessary for our relationship with you, or for as long as we are legally required to do so, whichever is the longer. You have the right to request a copy of the personal information we hold about you free of charge within 30 days (if that request is “reasonable”) and to have that information updated if it is inaccurate. We are also obligated to ensure the information is stored securely and safely. In the extremely unlikely event that any personal data relating to you is illegally obtained by someone else we have to inform you. That was the easy bit. If you want to know the details you can carry on reading. Some of the terms may be unfamiliar to you, in that case we refer you to the Information Commissioners Office (https://ico.org.uk) where it’s all explained in minute detail. That said we’ll try and keep this simple and in plain English. This document is mainly for members but applies to suppliers to the society too. In the case of suppliers the information held falls under “Legal Obligation” and “Legitimate Interest”. Why We Hold Your Data? We hold information about you to: • Communicate with you about all events organised by the club and any other relevant information relating to the club. • Keep records of payments made from you as members and to you – e.g. subscriptions, prize money and any reimbursements. Under the GDPR regulations these are covered by several “Legitimate Interests”, that is “Legal Obligation” and “Legitimate Interest”. We will also seek your explicit approval periodically to ensure you understand our ongoing commitment to keeping your data accurate and safe. This falls under “Consent”. What Information We Hold About You We will always endeavour to hold only information necessary to effectively run the society. As well as giving you peace of mind it also enables the society to simplify the management of data. Members 1. Your name 2. Your postal address 3. Your home telephone number 4. Your mobile telephone number 5. Your email address 6. Your bank details – voluntary for use in connection with CVGC50:50 Suppliers We will hold information about you as required by our legal obligations under UK Law. In GDPR terms “Legal Obligation” and (mutual) “Legitimate Interest”. How Long Do We Hold Your Data Data held relating to non members or former members, will be held for a maximum of 18 months, unless a request is received to have their data deleted immediately. Information We Don’t Hold About You Suppliers We may hold your bank details (Account Name, Account Number, and Sort Code) for the purposes of bill settlement. What We Do With Your Data? We only use information held about you for the aforementioned purposes of running the society and communicating to you regarding events. That can be summarised as: 1. Enable us to contact you. 2. Use the information in the general running of the Chalk Village Gardeners Club. 3. Resolving any day to day queries that arise from time to time and will of course only use that information in the context of communication with you and it will not be passed on to others. Photos are taken at events for the club archive and publicity. The Chalk Village Gardeners Club events are open to the public and as such you may find yourself in one of those images. Because of this we can legally use those images because it does not infringe your “reasonable expectation of privacy” as laid out in UK Law. However, if you would like us to blur your face or that of other members of your family please ask in writing and we will do so as a courtesy to you. Other Websites Chalk Village Gardeners Club have a social media presence on Facebook and The Kent Federation of Horticultural Societies website. We comply with their GDPR and Privacy policies. What If We Need To Change The Way We Handle Your Data? Simple, we’ll tell you about the changes and ask for your permission when required. Frequently Asked Questions Q: How can I request a copy of the data held about me? A: In writing to the club secretary. We will respond to the request within 30 days Q: I think you have information about me that is wrong. How can I correct it? A: In writing to the club secretary with your correction. We will respond to the update request within 30 days. Q: Do you pass my information on to anyone else? A: No. And we never would without your permission. 2021 Revision / 2024 next due

Chalk Village Gardeners Club Constitution

NAME 

The name of the club shall be Chalk Village Gardeners Club, hereafter referred to as “the Club”.

OBJECTS 

The objects of the Club shall be the encouragement and enjoyment of horticulture by such means as the “Committee” (hereafter defined) may determine and to advise any member on horticultural matters.

OFFICERS and COMMITTEE 

The Officers of the Club shall comprise a Chairman, Vice Chairman, Secretary, Treasurer and Deputy Treasurer and up to 10 other members, will form the committee who will handle the affairs of the club. This committee shall have the power to co-opt additional members and to appoint individuals to sub-committees for specific tasks required.

Elections will be held every year at the Annual General Meeting and all officers and committee members to be elected each year. Any member of the Club may nominate, with their consent, any other member for election. Any committee member standing down may be eligible for re-election after one year.

MEMBERSHIP

Membership of the club be obtained by payment of an annual subscription due on 1 January each year. Membership subscriptions shall be agreed at the Annual General Meeting of the Club or at a special meeting called for that purpose to become effective the following 1 January or such date as may be determined at the meeting. The committee shall have the power to refuse membership or withdraw membership during currency, if such action is considered appropriate by the majority.

FUNDS 

The general funds of the Club shall be held by the Treasurer and banked in the name the Club in any suitable bank. Two members of the committee shall be the signatories on the account, so that either may run the account, independently in the others absence, i.e. Treasurer and Chairman as signatories, and agreed by the committee.

ANNUAL GENERAL MEETING (AGM) 

The AGM of the Club will be held annually in February:

  • To present reports of the year’s activities for approval.
  • To appoint an auditor/independent examiner.
  • To present a statement of accounts for the previous financial year.
  • To elect the committee to remain in post for not less than one year.
  • To deal with any other business

QUORUM

No matters of policy shall be agreed at an Annual or Extraordinary General Meeting or at a Committee Meeting unless a quorum is present. The quorum of a General Meeting shall consist of one third of the membership and the quorum of a Committee Meeting shall consist of three members. 

DISSOLUTION

In the event of the winding up of the Club, the committee shall have the power to dispose of any assets remaining after all debts and liabilities have been met, to such charitable bodies as approved by the members.

AMENDMENT

The constitution of the Club shall only be altered as agreed by a majority at the AGM or an Extraordinary General Meeting called for the purpose – 21 days’ notice shall be given for an Extraordinary General Meeting.

Any matters not covered by the Constitution shall be dealt with by the committee.

2018 / 2021 Revision / 2024 Revision Due

Safeguarding

Safeguarding Policy
Chalk Village Gardening Club
This policy acknowledges the Chalk Village Gardening Club Committee’s responsibilities relating to the Children Act (1989 and 2004), the Care Act, Mental Capacity Act, ‘Working Together to Safeguarding Children’ (DfE 2023), the ‘Charity Commission’s registration standards.’
It is the policy of Chalk Village Gardening Club that the welfare of children, young people and adults at risk is paramount regardless of age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity and that everyone who may use or visit the gardening club, has a right to protection from physical, sexual, emotional abuse and neglect. Children and young people are defined as under the age of 18.
We also acknowledge our responsibilities in respect of adult participants, volunteers or visitors who might be deemed to be ‘at risk’ because they are ‘vulnerable’. (A Vulnerable Adult is defined in accordance with The Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 2002 as a person aged 18 or over who has a condition of the following type:
  • a substantial learning or physical disability;
  • a physical or mental illness or mental disorder, chronic or otherwise, including an addiction to alcohol or drugs; or
  • a significant reduction in physical or mental capacity.
 
Chalk Village Gardening Club is fully committed to safeguarding the welfare of all children, young people and adults at risk. It recognises its responsibility to take all reasonable steps to promote best practice and to protect children, young people and adults at risk from harm, abuse and exploitation.
Chalk Village Gardening Club acknowledges its duty to act appropriately to any allegations, reports or suspicions of abuse. Its volunteers will endeavour to work together to encourage the development of an ethos that embraces difference and diversity and respects the rights of all children, young people and adults.
The Committee of Chalk Village Gardening Club will therefore:
  1. Ensure that volunteers working at the gardening club understand their legal and moral obligations to protect children and young people and adults at risk from harm, abuse and exploitation
  2. Develop best practice in relation to the recruitment of such volunteers. Chalk Gardening Club is committed to providing a safe and secure environment for children, volunteer staff and visitors and promoting a climate where children and adults will feel confident about sharing any concerns which they may have about their own safety or the well-being of others.
  3. Ensure that volunteers understand their responsibility to work to the standards detailed in the Gardening Clubs Procedures.
  4. Ensure that volunteers understand their obligations to report care or protection concerns about a child, young person or adult at risk, including a volunteers’ conduct towards a child, young person or adult at risk, to the club’s designated person for safeguarding.
  5. Ensure that the designated safeguarding person understands her responsibility to refer any safeguarding concerns to the statutory safeguarding agencies (i.e. police and/or children’s social care)
  6. Provide opportunities for volunteers to develop their skills and knowledge particularly in relation to the care and protection of children, young people and adults at risk.
  7. Ensure that children, young people and adults at risk are enabled to express their ideas and views on a wide range of issues in connection with the club services.
  8. Facilitate involvement of parents or carers in the work of the gardening club and make safeguarding procedures available to them.
  9. Ensure that children under the age of 16 years are accompanied by a parent/carer.
  10. Endeavour to keep up-to-date with national developments relating to the safeguarding of children young people and adults at risk.
  11. Take seriously any allegation or suspicion of abuse towards a child or vulnerable adult with whom Chalk Village Gardening Club is in contact and recognise that any child/vulnerable adult can be subject to abuse and that any matter arising from this will be dealt with appropriately following a clear set of procedures.
  12. Ensure that volunteers who are in positions of trust in respect of children and young people, are aware of the law relating to sexual activity with under 18’s. 
Responsibilities within this policy
  1. All volunteers are responsible for the operation of the Safeguarding Policy, and they should act upon any concern no matter how small or trivial it may seem.
  2. All volunteers recognise the position of trust in which they have been placed.
  3. In every respect, volunteers ensure that the relationships they form with children, young people and vulnerable adults are appropriate and professional at all times.
Volunteers requiring DBS disclosures are:
  • The Designated and Deputy Designated persons
  1. In cases where there is an allegation or suspicion of child abuse, the Designated Person(s) will take steps immediately to ensure that no child or adult is placed in a position which could further compromise the safety of the child or adult concerned.
  2. Any allegation or suspicion of child abuse is reported to the appropriate authorities. The first port of call for advice and /or a referral to Children’s Social Care is 0300 41 11 11 or out of hours 03000 41 91 91 if you think someone is in immediate danger call 999
  3. Where urgent issues of child protection are involved, the Committee has the authority to suspend volunteers from attending the Gardening Club.
  4. Where concerns are raised regarding vulnerable adults at risk the first port of call is Adult Social Care 03000 41 61 61 or out of hours 0300 41 91 91
  5. Chalk Village Gardening Club will work with the appropriate local agencies, in particular Kent County Councils Children’s Services and the local Police, to ensure that children are safeguarded through the effective communication
  6. Chalk Village Gardening Club is committed to reviewing our policy and good practice at regular intervals.
Required Actions
All volunteers supporting at Chalk Village Gardening Club are required to report instances of actual or suspected child abuse to the Designated Person(s) with responsibility for safeguarding.
The Designated Safeguarding Person is: Sandra Edmonds
The Deputy Designated Safeguarding Person is: Linda Rush
When an individual concern/incident is brought to the notice of the Designated Person(s), they will seek advice from Kent County Council Safeguarding in relation to safeguarding issues.
All beneficiaries involved in Chalk Village Gardening Club will be informed of our safeguarding responsibilities and the existence of this policy. In situations where children, young people or adults at risk sustain injury or are otherwise affected by an accident or incident whilst they are attending a club meeting or activity, parents or a nominated responsible adult will be notified as soon as possible.
The role of the Committee
The Committee has formally adopted this policy and will review its content annually or sooner if there are any legislative changes or new good practice guidance.
The Committee will receive an annual report from the designated person(s) to ensure that the club is meeting its duties in respect of safeguarding.
Chalk Village Gardening Club
August 2024
 
Review of policy due August 2025

50/50 Rules

CHALK VILLAGE GARDENERS’ CLUB 50/50 CLUB RULES

  1. The Club shall be called the CHALK VILLAGE GARDENERS’ CLUB 50/50 Club, known as CVGC 50/50 Club.
  2. The object of the club shall be to support the CHALK VILLAGE GARDENERS’ CLUB by raising funds for its sole benefit, or for charities to be agreed at the CHALK VILLAGE GARDENERS’ CLUB AGM if the funds aren’t required by the club.
  3. The club will be administered by a Committee of the CHALK VILLAGE GARDENERS’ CLUB and registered with an appropriate Local Authority.
  4. Membership shall be open to all members of CHALK VILLAGE GARDENERS’ CLUB who wish to participate.
  5. A subscription of £12 a year will buy one membership ꞌunitꞌ payable by bank transfer or cheque, in advance of participation of any monthly draw. Bank details: Chalk Village Gardeners Club, Account No: 24599407, Sort code: 090129. Please use your name as a reference on any bank payments.
  6. There shall be no limit to the number of ꞌunitsꞌ that any one club member may purchase.
  7. A ticket will be issued for every ꞌunitꞌ or ꞌunitsꞌ purchased. It will bear a unique reference number for each unit to be used in the draw and the full name and address of the holder. This ticket will act as both receipt and proof of purchase.
  8. Each month 50p of every ꞌunitꞌ sold will be allocated for prize money. Three prizes will be calculated in the ratio of 5:3:2 for the 1st:2nd: and 3rd places respectively. (e.g. if 100 units are sold, the monthly prizes will be 1st £25.00 / 2nd £15.00 / 3rd £10.00)

                No ꞌunitꞌ is eligible for more than one prize in any one month.

  1. All prize money will be paid by bank transfer, cash or cheque to the winning ꞌunitꞌ holder only. It is the member’s responsibility to ensure the Club has up to date bank account details, including name, sort code and account number.
  2. The monthly draw will be made at the monthly Chalk Village Gardeners’ Club meeting. If a meeting is not being held, the draw will be made by persons having no interest whatsoever in the Club.
  3. The results will be published in the Club’s periodic emails/newsletters and can be obtained from the organiser upon written application.
  4. Full and proper accounts of all receipts and expenditure will be kept. They will be audited annually together with all records kept by the Chalk Village Gardeners’ Club. A report and financial statement for the club will be presented at the Club’s Annual General Meeting, though any member may request the production of such records for inspection at any reasonable time.
  1. Each annual cycle will begin on 1st January. The January and February draws will be made on or after the Chalk Village Gardeners’ Club AGM to give members time to renew their subs. Any member joining after that date may pay a pro-rata annual subscription.
  2. In the event of any dispute in connection with the rules or any other activity of the club, the CVGC Committee shall be the sole arbiters and its decisions shall be final.
  3. The payment of the annual subscription will be deemed unqualified acceptance of the rules and conditions set out above.
  4. If members wish to be paid their prize money by bank transfer, their bank details will be held as paper records, or on computer within a secure banking app once a prize has been paid out. The club abides by GDPR.
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