Last updated: May 2026
Maidstone Allotments Management Committee, referred to in this policy as “MAMC”, “we”, “us” or “our”, is responsible for managing allotment sites in Maidstone on a voluntary basis, acting as agents for Maidstone Borough Council.
This Privacy Policy explains how we collect, use, store and protect personal information relating to allotment tenants, co-workers, applicants, waiting list applicants, volunteers, committee members, website users and people who contact us.
We are committed to handling personal information responsibly and in accordance with UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Who we are
Maidstone Allotments Management Committee
7 Penfold Close
Maidstone
ME15 9LU
Email: admin@maidstoneallotments.co.uk
Telephone: 07907 181742
What personal information we collect
We may collect and hold the following information where relevant:
Your name
Your postal address
Your email address
Your telephone number
Your allotment site and plot number
Tenancy records
Co-worker details
Waiting list details
Payment, rent and deposit records
Correspondence with us
Records relating to plot inspections, notices, tenancy issues, complaints or appeals
Information you provide when contacting us through the website, by email, by telephone, by post or in person
We may also collect limited technical information when you use the website, such as your IP address, browser type, device information and cookie preferences.
How we collect personal information
We collect personal information when you:
Apply for an allotment
Join or remain on a waiting list
Sign a tenancy agreement
Register as a co-worker
Pay rent, deposits or other charges
Contact MAMC by email, post, telephone, website form or in person
Attend meetings or respond to MAMC communications
Make a complaint, enquiry or appeal
Volunteer or become involved with MAMC activities
Why we use your personal information
We use personal information to manage allotment sites and administer allotment tenancies. This includes:
Processing tenancy agreements
Managing allotment applications and waiting lists
Allocating plots
Managing co-worker agreements
Collecting rent, deposits and other charges
Issuing invoices, notices and other tenancy-related communications
Managing inspections, plot standards and enforcement
Handling complaints, enquiries and appeals
Sending AGM notices, governance updates and important MAMC information
Maintaining accurate tenant and plot records
Managing site safety, access, keys and contact with site representatives
Complying with legal, regulatory and contractual obligations
We may also use your contact details to send newsletters or updates about MAMC, allotment sites, maintenance, meetings, environmental projects, changes to rules or other relevant information.
Lawful basis for using personal information
We rely on different lawful bases depending on how and why we use the information.
For allotment tenants and co-workers, we usually process personal information because it is necessary for the performance of the tenancy agreement or related arrangements.
We may also process information because it is necessary for our legitimate interests in managing allotment sites, administering tenancies, maintaining accurate records, communicating with tenants, improving allotment management and protecting the interests of MAMC, tenants and site users.
In some cases, we process information because we have a legal obligation to do so.
Where we rely on consent, such as for certain optional communications or non-essential cookies, you can withdraw your consent at any time.
Who can access your information
Personal information is only accessible to authorised MAMC committee members, officers, site managers or representatives where access is needed for their role.
We do not sell personal information.
We do not pass personal information to other organisations for their own marketing purposes.
We may share information where necessary with:
Maidstone Borough Council
Barming Parish Council or another relevant landowner or authority where applicable
Professional advisers, insurers or auditors
IT, website, email or administrative service providers
Law enforcement, government bodies, courts or regulators where legally required
Other parties where necessary to protect safety, prevent fraud, resolve disputes or comply with the law
How long we keep personal information
We keep personal information only for as long as necessary for the reason it was collected.
Tenant records are kept while a person holds a tenancy and for a reasonable period afterwards to deal with rent, deposit, site management, complaints, enforcement, legal or accounting matters.
Waiting list information is kept while an applicant remains on the waiting list or for a reasonable period after removal from the list.
Financial records may be kept for accounting and audit purposes.
Correspondence, complaints, notices and appeal records may be kept where needed to manage tenancy history, disputes, site issues or legal obligations.
When information is no longer needed, we will delete or dispose of it securely.
How we protect your information
We take appropriate steps to keep personal information secure.
Only authorised people are allowed to access personal information where it is needed for their role. We review our processes and systems to help keep information safe and prevent unauthorised access, loss or misuse.
Your rights
Under UK data protection law, you may have the right to:
Ask for a copy of the personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to delete your information in certain circumstances
Ask us to restrict how we use your information
Object to certain uses of your information
Withdraw consent where we rely on consent
Complain to the Information Commissioner’s Office
Some rights may not apply in every situation. For example, if you rent an allotment plot, we may need to keep certain information to administer your tenancy, manage site records, meet legal obligations or deal with tenancy-related issues.
How to contact us about your information
To ask about your personal information, update your details, withdraw consent or make a data protection request, contact:
admin@maidstoneallotments.co.uk
or write to:
Maidstone Allotments Management Committee
7 Penfold Close
Maidstone
ME15 9LU
Complaints
Please contact us first if you have any concerns about how we use your personal information.
You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator for data protection.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website.
