The type of personal information we collect
We currently collect and process the following information:
Members (referred to in this document as membership information, including name, address, telephone number, email address and subscription/magazine/information distribution details).
Contacts with organisations and individuals with whom we have contact as part of the work carried out by ERA (referred to in this document as campaign information, including name, address, telephone number, email address and details of the particular matters associated with our work on behalf of our residents).
How we get the personal information and why we have it
We use this information to enable us to carry out specific functions for which we are responsible and to manage our financial and contractual arrangements.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Membership information: Where the data subject has given consent to the processing of his or her personal data for the purpose of identifying membership, collecting and recording subscription payments, magazine/information distribution and communicating matters of interest to ERA members. Correspondence with members will also be retained to enable ERA to keep track of issues and past events. We also record attendance at meetings of the association and appropriate details of matters raised, which may include the name of the individuals raising or commenting on these issues, or otherwise participating at such meetings.
Business information: Where processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract. In some cases (eg. financial records) it is necessary to process and retain information in compliance with a legal obligation.
Campaign information: Where processing is necessary for performance of a task which is in the public interest and/or in line with our legitimate interests as a residents’ association.
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is your consent at the time that you join the organisation or enter into business with the organisation.
How we store your personal information
Personal information records may be paper-based or on computer. Paper based records are stored under lock and key and computer records are password protected.
We hold data for up to six years, depending on its importance and having regard to the Statute of Limitations (the Limitation Act 1980). However, minutes of our meetings containing details of attendance and matters discussed with our members will be retained in perpetuity or until it is considered that they are no longer required for record purposes or on grounds of historical value.
Membership details will be destroyed within 12 months following a lapsed membership or immediately if a member notifies us in writing 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 withdraw consent – You should contact our Data Protection Officer to withdraw consent (see below).
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 firstname.lastname@example.org 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 email@example.com.
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, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk