GENERAL DATA PROTECTION REGULATION
This document explains how Dargavel Village Residents’ Association (DVRA) uses the personal data it collects for the purpose of carrying out its functions as a residents’ association.
The categories of personal information that we collect, process, hold and share
This includes personal information in respect of our:
- Members (referred to in this document as membership information), including:
- information that you provide by joining our membership, including your name, address, email address and telephone number.
- information that you provide during the use of our services/registration process/joining of our mailing lists, including your name, email address, address and telephone number along with any other information that you may add to your user profile.
- information about your use of our website including information obtained via cookies.
- information that you provide for the purpose of feedback on our website and on any service provided by DVRA and any other information that you send to DVRA.
- Contacts with organisations and individuals with whom we have contact as part of the work carried out by DVRA (referred to in this document as third party information, including name, address, telephone number, email address and details of the particular matters associated with our work on behalf of our residents).
Why we collect and use this information
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.
The lawful basis on which we use this information
We collect and use this information as follows:
- Membership information: Where the data subject has given consent to the processing of his or her personal data for the purpose of identifying membership, newsletter distribution and communicating matters of interest to DVRA members either in respect of Dargavel Village generally or in respect of a resident’s specific parcel. Correspondence with members will also be retained to enable DVRA 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.
- Third Party 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.
Securing your data
DVRA will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will take reasonable technical and organisational precautions to store, process and transport all personal information you provide in a secure manner.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Storing this information
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 duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Should your personal information change or should you leave the village and thereby cease to be a member of the Residents Association, please notify us as soon as possible by emailing us at .
What are your rights?
You have the following rights in respect of your date:
- Right to access – the right to request copies of the information that we hold about you at any time or (b) that we modify, update or delete such information. Where we are legally permitted to do so, we may refuse your request but if so we do so, we will tell you the reason(s) why.
- Right to correct – the right to require us to correct your data if it is factually inaccurate.
- Right to erase – the right to ask us to permanently erase your data or remove it from our systems.
- Right to restrict our use of the data – the right to restrict the way in which we use your data.
- Right to data portability – the right to request that we move, transfer or copy your data.
- Right to object – the right to object to the way in which we use your data, even if we use it in connection with our legitimate interests.
To exercise any of your rights please contact us by email (see Contact Details below), certain information can also be edited or deleted by logging in to your account on Dargavel.net.
When exercising any of the rights, we may need to verify your identity for your security. Once we have received your request we will respond within one month.
For the right to access there are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
We will confirm whether the data has been deleted or processing has stopped or the reason why this cannot be done (for example because we need it for our legitimate interests or regulatory purpose(s)).
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Manager, who will investigate the matter, consult with the Dargavel Village Residents Committee and respond to you as expeditiously as possible.
You have the right to lodge a complaint with the Information Commissioner’s Office.
Our Data Protection Manager is the Committee Secretary and can be contacted by email on . Please mark your correspondence for the attention of the Data Protection Manager.*
Updating This Statement