This policy explains how Tithebarn Residents Association uses the personal data it collects for the purpose of carrying out its functions as a residents association.
Our contact details
Name: Tithebarn Residents Association
E-mail: ra@tithebarn.uk
Website: www.tithebarn.uk
The type of personal information we collect
We currently collect and process the following information:
- Name
- Address
- Email (if applicable)
- Telephone number (if applicable)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Joining the Association as a member
- Corresponding with the Association
- Recording attendance and minutes at Association meetings
We use the information that you have given us to contact members for the purpose of disseminating Association news, keeping members informed of Association activities, asking for help at local or relevant events and maintaining a register of active members. We may keep a record of an ongoing dialogue until its resolution.
We will not share this information with third parties unless we have your permission or are required by law to do so.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting the Secretary via ra@tithebarn.uk
How we store your personal information
Your information is securely stored. Electronic records will be protected via password which will only be accessible by officers of the Committee that will be held on OneDrive. Emails sent to the Association will be stored in mailbox operated by Microsoft and held within the United Kingdom. Paper records, for example, when joining as a member at an Association meeting, will be transferred to electronic records at the earliest opportunity and the paper record destroyed via a shredder.
We keep your personal information for as long as you are a member of the Association, updating it as required.
Minutes of our meetings containing details of attendance and matters discussed with our members will be retained in perpetuity or until it is considered they are no longer required for record purposes or on grounds of historical value.
We will destroy any personal information within one month if a member notifies us that they have left the area of the Association, or that they no longer wish to be identified.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at ra@tithebarn.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at ra@tithebarn.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Last reviewed: 28 November 2023