Privacy notice
Last updated 9 November 2026
The West Glamorgan Beekeepers Association (WGBKA) is a volunteer-run members' association. This notice explains what personal information we collect, why, who we share it with and how long we keep it. The Association's committee is responsible for your information. Contact us at info@wgbka.org.
What we collect and why
| When | What | Why we use it |
|---|---|---|
| You report a swarm | Name, phone, email (optional), where the swarm is, details and any photo you send | To get a volunteer beekeeper to you. We pass your details to the volunteer who collects the swarm. Legitimate interests. |
| You report an Asian hornet | Name, phone or email, location, date and description, any photo you send | To check the sighting. We may pass the location and photo, not your contact details unless you agree, to the National Bee Unit or the GB Non-native Species Secretariat. Legitimate interests and public interest. |
| You join, or register for the beginners' course | Name, address, postcode, phone, email, number of colonies and membership type | To run your membership and the course, collect fees, and arrange the insurance included with membership through the Welsh Beekeepers' Association and Bee Diseases Insurance. Contract (your membership). |
| You ask for a school visit | Your name, school, email, phone (optional), area and the details of the visit | To arrange the visit. We pass your details to the volunteer beekeeper who visits. Legitimate interests. |
| You send an enquiry or email us | Name, email and your message | To reply to you. Legitimate interests. |
We never sell your information or use it for marketing by anyone else. Members get emails about meetings, courses and Association business. You can ask us to stop at any time.
Who handles it for us
- Web3Forms delivers website form messages to our inbox.
- Cloudflare hosts this website and forwards emails sent to our @wgbka.org addresses.
- Google provides our email inbox and the shared drive where committee members keep membership records.
- Committee members and volunteers see the details they need for their role, such as a swarm collector seeing a swarm report.
Some of these services may store data outside the UK. When they do, they use the safeguards UK data protection law requires.
How long we keep it
- Swarm and hornet reports, school visit requests and general enquiries: up to 12 months, then deleted.
- Membership records: while you're a member and for 2 years after. Payment records are kept for 6 years for our accounts.
Cookies and tracking
This website doesn't use cookies, analytics or advertising trackers. To show the site, your browser loads fonts from Google Fonts. The apiary page also loads its weather forecast from Open-Meteo. Both services see your IP address, as any website you visit would. Links to Facebook take you to Facebook, which has its own privacy policy.
Your rights
You can ask to see the information we hold about you, ask us to correct or delete it, or object to how we use it. Email info@wgbka.org and we'll reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.