Privacy Policy

In accordance with the General Data Protection Regulations (GDPR), effective 25 May 2018, the Sandhill Lane Residents' Association (hereinafter referred to as “SLRA”) hereby advises its Members and other individuals who interact with SLRA of the conditions on which we hold their personal data.

1. Definitions

1.1. Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and may include images as well as written information.

1.2. This Data Protection Policy is about how we, as an organisation, ensure that we protect the rights and privacy of individuals and comply with the law, when collecting, storing, using, amending, sharing or deleting personal data.

2. Responsibility

2.1. Overall and final responsibility for data protection lies with the SLRA Committee (hereinafter referred to as the “Committee”), who are responsible for overseeing activities and ensuring this policy is upheld.

2.2. All Committee members, and Members of SLRA, are responsible for observing this policy, and related procedures, in all areas of their work for, and/or Membership of, SLRA.

3. The Data We Hold

3.1. SLRA needs to keep personal data about its Members, committee, contractors and other individuals which it interacts with as part of carrying out its legitimate interests (hereinafter referred to as “Personal Data”).

3.2. The Personal Data given when Members join the SLRA includes name, street address, telephone number, email address, fees paid and subscription status. Where Members support SLRA in specific roles or duties (e.g. Committee membership), those roles are also recorded as Personal Data.

3.3. Personal Data held by SLRA may be held in either electronic and paper format, or both. All references to Personal Data in this document refer to any such data held in either or both formats.

3.4. The amounts contributed by Members as annual subscriptions, and any other payments made to SLRA by them, are recorded as Personal Data; but we do not record, nor have access to, any credit/debit card data involved in online subscriptions or donations. We also do not record bank details of Member contributions paid directly into the SLRA bank account.

3.5. Where Members become Committee members we may also hold additional Personal Data as required to allow them to undertake their roles in conjunction with other Committee members.

3.6. In addition, we hold similar Personal Data (as for Members) on other individuals where we need to contact them as part of carrying out SLRA’s legitimate interests as a Residents’ Association. For example this may include contact and payment details for contractors who carry out work on the Association’s behalf, such as road repairs etc.

3.7. We retain correspondence with individuals to enable us to keep track of issues and past events.

3.8. We record attendance at meetings of the Residents’ Association and other public meetings we organise and record appropriate details of matters raised which may include the name of individuals raising or commenting on such matters or otherwise participating at such meetings.

4. How We Store You Data

4.1. Personal Data is stored electronically with appropriate levels of security to prevent unauthorised access.

4.1.1. Personal Data is stored electronically in the Membership directory within the website to which access is restricted to Committee members only.

4.1.2. Personal Data, including a history of annual contributions paid, is also stored electronically in password protected spreadsheets with limited access. This information may be shared with Committee members for legitimate reasons in carrying out their appointed duties.

5. How Long We Keep Your Data

5.1. Unless otherwise requested, we will retain the following Personal Data:

5.1.1. SLRA Members and Committee Members.

5.1.2. Other individuals whilst SLRA has a need to interact with them as part of its legitimate interests.

5.1.3. Other residents of Sandhill Lane who have not yet joined the Association but who are eligible to do so.

5.2. For SLRA Members and Committee Members, we will continue to store any such Personal Data even after Members advise SLRA that they have moved away, or when their membership lapses. This is to maintain records of historical interest, although individuals have the right to request deletion and their records will be replaced with anonymised data to maintain a history without identifiable personal information.

5.3. For other Individuals, we will flag Personal Data as “historic” when SLRA no longer needs to maintain contact with the individuals as part of its legitimate interests and such historic data may be retained for a period of 5 years before deletion.

5.4. Minutes of our meetings, containing details of attendance and matters discussed, will be retained in perpetuity or until it is considered by SLRA that they are no longer required for record purposes or on the grounds of historical value.

5.5. Correspondence with individuals on issues and past events will be retained in perpetuity or until it is considered by SLRA that information on the issue or past event is no longer required for record purposes or on the grounds of historical value.

6. How We Use Your Data

6.1. Personal Data will be used in Membership subscription collection, notifying Members of matters of local interest (e.g. sending out the regular newsletter), recruiting new Members, liaising with other individuals, running SLRA as a Residents’ Association, and other purposes as required as part of SLRA’s legitimate interests.

6.2. SLRA will never pass on any of your Personal Data to a third party, for any purpose. The only exceptions to this are:

6.2.1. Where we are required to provide the information to comply with the law.

6.2.2. Where it may protect someone’s life (e.g. with Emergency Services if someone is not able to communicate for themselves).

7. Your data protection rights - Under data protection law, you have rights including:

7.1. You have the right to know what Personal Data we hold about you. If you wish to know this, you should contact SLRA formally, either in writing or by email. SLRA will respond to such a request within 30 days.

7.2. Your right of access - You have the right to ask us for copies of your personal information.

7.3. 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.

7.4. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

7.5. Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

7.6. Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

7.7. 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.

7.8. You are not required to pay any charge for exercising your rights - If you make a request, we have 30 days to respond to you.

8. Our Response To Data Breaches

8.1. In the event of a data breach, we will endeavour to rectify the breach by retrieving any lost data or incorrectly shared data.

8.2. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual(s) concerned.

9. Website Cookies Policy

9.1. Cookies are small pieces of data stored on a website visitor's browser. They are typically used to keep track of the settings users have selected and actions they have taken on a site. Our website hosting platform may use the following cookies to improve your browsing experience, identify our registered Members to provide access to Member-only content, monitor the performance, operation and effectiveness of the host platform and to ensure the platform and our website are safe and secure to use.

9.2. Our website contains useful links to other websites for your information. Our Privacy Policy, including the cookies we may use, applies only to this website and you should read the Private Policy of other websites that you visit.

10. How to complain

If you have any concerns about our use of your personal information, you can make a complaint via email to sandhill.lane@outlook.com or via the contact form on the website www.slra.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk