Privacy Notice
Last updated: September 2026
1. Who we are
Fareham & District Beekeepers Association (FDBKA) is a local beekeeping association affiliated with the Hampshire Beekeepers Association (HBA) and the British Beekeepers' Association (BBKA).
For privacy and data protection enquiries, please contact:
Secretary
Fareham & District Beekeepers Association
Email: secretary@farehambka.co.uk
FDBKA is responsible for the personal information it collects and uses in connection with its membership, activities and website.
2. What information we collect
Depending on how you interact with FDBKA, we may collect information such as:
your name;
email address;
telephone number;
postal address;
membership information;
information relating to your beekeeping experience or interests;
information provided when applying for our Beginners Course;
information contained in enquiries or other correspondence you send to us; and
information needed to administer Association activities and membership.
We only collect information that we need for the relevant purpose.
3. Information submitted through this website
Our website contains forms which allow visitors and members to contact the Association.
Contact Us
Information submitted through the Contact Us form is sent to:
It is used to respond to your enquiry and, where appropriate, deal with the matter within the Association.
Membership enquiries
Information submitted through our membership-related forms is sent to:
It is used to deal with membership enquiries and related administration.
Beginners Course applications
Information submitted through the Beginners Course application form is sent to:
It is used to process and administer your course application.
Information submitted through these forms is not automatically added to a separate FDBKA marketing database.
4. Membership information
Membership information is maintained in the Association's membership system, ER2.
Access to this information is restricted to selected members of the FDBKA committee who need it to carry out their Association responsibilities.
FDBKA shares relevant membership information with the Hampshire Beekeepers Association (HBA) and the British Beekeepers' Association (BBKA) where this is necessary to administer membership and the benefits associated with Association membership.
FDBKA does not sell members' personal information.
If you are a member and do not want your personal contact information displayed on the Association website, you can contact the Secretary to request that it is not displayed.
5. Why we use your information
We use personal information where necessary to:
administer FDBKA membership;
communicate with members;
respond to enquiries;
process Beginners Course applications;
organise courses, events and Association activities;
provide information and support to members;
administer our relationship with HBA and BBKA;
maintain the security and proper operation of our website and systems; and
meet legal, regulatory or administrative requirements.
We do not use your personal information for unsolicited marketing and we do not operate a mailing list through this website.
6. Our lawful basis for using your information
Depending on the circumstances, we rely on one or more of the following lawful bases:
Contract
Where processing is necessary to administer your membership or provide a service you have requested.
Legitimate interests
Where processing is reasonably necessary for the administration and operation of FDBKA, including communicating with members, organising Association activities and maintaining appropriate records.
Consent
Where we ask you to give permission for a particular use of your information, such as certain uses of photographs or non-essential cookies.
Legal obligation
Where we are required to process or retain information to comply with a legal requirement.
7. Sharing information
We may share personal information where necessary with:
the Hampshire Beekeepers Association (HBA);
the British Beekeepers' Association (BBKA);
selected FDBKA committee members who need the information to perform their Association role;
service providers who process information on our behalf where necessary to provide a service; and
public authorities or other organisations where we are legally required to do so.
We do not sell or rent personal information to third parties.
8. Photographs and videos
Photographs and videos may be taken at FDBKA events and activities and may be used by the Association for purposes such as:
the FDBKA website;
Association social media;
publicity and promotional material; and
reporting on Association activities.
FDBKA has separate guidance covering the use of photographs and videos and the associated privacy considerations.
If you have concerns about a photograph or video featuring you, or would like to discuss its use, please contact the Secretary at secretary@farehambka.co.uk.
9. Cookies
Our website uses cookies and similar technologies.
Some cookies are necessary for the website to function and cannot be switched off through the cookie preference system.
FDBKA has configured the website so that non-essential cookies are restricted unless a visitor gives consent.
Our cookie preferences currently include:
Necessary cookies
These are always enabled because they are required for core website functionality and to remember essential settings.
Performance and analytics cookies
These are not enabled unless you choose to allow them.
FDBKA does not currently use Google Analytics as part of the website.
Advertising cookies
These are not enabled.
Visitors can choose to:
accept all cookies;
decline non-essential cookies; or
manage their individual cookie preferences.
Your cookie preferences can also be changed later using the site's Cookie Preferences facility.
Squarespace confirms that its analytics/performance cookies are non-essential and can be restricted until a visitor provides consent.
10. Website security and visitor information
Our website is hosted using Squarespace.
We have disabled Squarespace's Activity Log, which means FDBKA does not use that facility to view visitor IP addresses and associated activity.
We take reasonable steps to protect information held by the Association against unauthorised access, loss, misuse or disclosure.
No method of transmitting or storing information online can be guaranteed to be completely secure, but we take appropriate precautions for the size and nature of the Association.
11. External websites
Our website contains links to external websites, including organisations such as the BBKA, HBA, government organisations, venues and other resources.
Once you leave the FDBKA website, the privacy practices of the external website will apply. We recommend reviewing the privacy notice of any external website you visit.
FDBKA is not responsible for the privacy practices or content of external websites.
12. How long we keep information
We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, or where we have an ongoing legal, administrative or security reason to retain it.
The exact retention period depends on the type of information and why we hold it.
When information is no longer required, we will take reasonable steps to securely delete or dispose of it.
13. Your rights
Depending on the circumstances, you have rights under UK data protection law, including the right to:
ask what personal information we hold about you;
request a copy of your personal information;
ask us to correct inaccurate or incomplete information;
ask us to delete information where there is no longer a lawful reason for us to keep it;
ask us to restrict how we use your information in certain circumstances;
object to certain uses of your information;
withdraw consent where we are relying on consent to process your information; and
complain to the Information Commissioner's Office.
Some of these rights are subject to legal exceptions or limitations.
To exercise your rights or ask a question about how we use your information, please contact:
14. Children's information
Our Association may have junior members and may provide activities or information that involve children.
Where we collect personal information relating to a child, we will handle it appropriately and only use it for the relevant Association, membership, course or activity purposes.
Where appropriate, we may communicate with or seek information from a parent or guardian.
15. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our website, Association activities, how we use personal information, or changes to data protection requirements.
The Last updated date at the top of this page will show when the notice was most recently reviewed.
We recommend reviewing this notice periodically.
16. Complaints
If you have a concern about how FDBKA has used your personal information, please contact the Secretary first:
You also have the right to complain directly to the UK's data protection regulator:
Information Commissioner's Office (ICO)
If you are unhappy with how we have handled your personal information, you can complain to the Information Commissioner's Office.