Policies & Agreements
Privacy, terms of membership and our code of conduct
Last updated: October 2026
Privacy policy
We keep your information safe and use it only to run your membership.
Hastings & Rother Beekeepers’ Association (“HRBKA”, “we”) is responsible for the personal information you give us. We use secure online systems to process applications and renewals. This keeps our membership fees low and our administration efficient.
What we collect
When you join or renew, we collect the details on our forms. These are your name, contact details, membership type, the number of colonies you keep for insurance purposes, and whether your payment has been made.
How we use it
- To process your application or renewal and confirm your membership.
- To register you on the BBKA’s eReturns2 (eR2) system. This is the official national register for beekeeping membership and insurance in the UK, so your details are shared with the BBKA through it.
- To send you essential notices and receipts, such as renewal reminders, payment confirmations, AGM notices and apiary disease alerts.
Who handles your information
We use trusted online services to store information securely, move it between our systems and send our emails. These providers handle your information only on our behalf, and only to run the Association. Access is restricted to the volunteers who need it.
Online card payments are handled by our payment provider, Stripe. HRBKA does not receive or store your card details.
We never sell your information or share it with anyone for marketing. If you would like to know which providers we use, please ask the Secretary.
How long we keep it
We keep your information only as long as we need it to run your membership. After a membership lapses, that is normally up to one calendar year. We then delete it or make it anonymous.
Your rights
Under UK data protection law (UK GDPR), you can ask to see the information we hold about you, ask us to correct it, or ask us to delete it. Please contact the Association Secretary and we will help. If you are unhappy with how we have used your information, you can also complain to the Information Commissioner’s Office at ico.org.uk.
Terms of membership
- Approval: all applications and renewals are subject to confirmation by the Association Committee.
- Bee Diseases Insurance (BDI): cover starts only after your payment has cleared and your record is confirmed on eR2. You are responsible for declaring the correct number of colonies you manage.
- Refunds: membership subscriptions, capitation fees paid on to the BBKA and related administration costs cannot be refunded once they have been processed.
- Our messages to you: by joining or renewing, you agree to receive essential notices. These include AGM notices, membership confirmation and apiary disease alerts. You can opt out of other messages at any time, such as general newsletters, meeting reminders and social announcements. To do so, contact the Association Secretary.
Code of conduct
As a member of Hastings & Rother Beekeepers’ Association, you agree to keep high standards of beekeeping and to look after the people around you.
- Bee welfare comes first: look after the health and welfare of your colonies, and follow BBKA best practice.
- Disease control: report suspected notifiable pests or diseases to the National Bee Unit (BeeBase) promptly, and support local disease prevention.
- Apiary etiquette: behave respectfully and safely at Association apiary meetings. Wear clean, sting-proof protective clothing and follow the Apiary Manager’s instructions at all times.
- Respect for others: help to make the Association welcoming, inclusive and supportive for every beekeeper, from complete beginners to experts.