Data Protection Policy and Privacy Statement

Raynes Park and West Barnes Residents' Association

Data Protection policy / Privacy Statement - May 2018

The Raynes Park & West Barnes Residents’ Association is a “not for profit” organisation run wholly by unpaid volunteers whose objectives are to serve the local community in many ways including: 

1.  Publishing and distributing our monthly newsletter “The Guide” which is supported by annual subscriptions from member households plus advertising revenue.

2.  Managing our social centre “The Residents Pavilion”, providing a space for meetings, classes and private functions which is supported by hiring fees.

3.  Maintaining a website listing local news and useful information.

Our “Lawful Basis” for processing Personal Data is “Legitimate Interests”. In accordance with data protection regulations we have carried out an assessment which concludes that our data processing is necessary to administer the activities listed above. We collect and use the following Personal Data: 

1.  Names and addresses of member households, as provided when renewing annual subscriptions.

2.  Contact details of our volunteers.

3.  Contact details and other information for existing, past and potential newsletter advertisers.

4.  Contact details and other information provided by Pavilion hirers and enquirers.

Personal Data is held on computer hard drives and on printed and handwritten lists. The computers used to hold the data are owned by volunteers who understand the need to keep the data secure and who undertake to keep their operating systems and virus protection up to date.

The data will never be sold to, nor shared with, any other individuals or organisations.

Subscription receipts and accounting data will normally be retained for up to 7 years in line with normal business practice, other Personal Data will be deleted as soon as practicable after usage has ceased.

Anyone wishing to check the data held against their name or their address may contact the Hon. Distribution Manager who will inform, amend or delete as required.

As a small “not for profit” organisation the RP&WBRA meets the registration exemption criteria set by the Information Commissioners Office, but will adhere to the principles of the General Data Protection Regulations (GDPR) effective from 25^th May 2018.

This Privacy Statement has been issued by the Raynes Park and West Barnes Residents' Association, which may be contacted here.