General Data Protection Regulation
HOLLAND-ON-SEA RESIDENTS’ ASSOCIATION
This document explains how the HRA uses the personal data it collects to carry out its functions as a residents’ association.
The categories of personal information we collect, process and hold.
(a) Members – including name, address, telephone number, email address and subscription.
(b) Businesses – including business name and email address.
Why we collect and use this information.
We use this information to enable us to carry out the specific functions for which we are responsible as a residents’ association.
The basis on which we use this information.
We collect and use this information as follows:
Membership: Where the data subject has given consent to the processing of his/her personal data - for identifying membership, collecting and recording subscription payments and communicating matters of interest to HRA members.
Businesses: Where the data subject is a member of the Holland on Sea Residents’ Association Business Link - to communicate matters of interest to members.
Storing this information.
Personal information records may be paper based or on computer. Paper based records are securely stored and computer records password protected.
We will hold data for up to 6 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 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.
Membership details will be destroyed after 3 months following a lapsed membership or immediately if a member notifies us in writing that they no longer wish to be identified.
If at any point you believe the personal information relating to you that the HRA holds may be incorrect, you can request to see this information and have it corrected or deleted. If you are an HRA member, you may withdraw your consent for us to hold some or all of your personal data at any time, but this may impact on your membership. If it does, we will inform you of the implications there may be if this information is destroyed so that you can make an informed decision.
If you wish to raise a complaint about how we have handled your personal data, you can contact our honorary secretary who will investigate the matter and respond to you as expeditiously as possible.
If you are not satisfied with our response or believe we are processing your personal data in a way that is not in accordance with the law, you can complain to the Information Commissioner’s Office.
If your personal data held by the HRA is based on consent only, you have the right to withdraw that consent at any time, and this will not affect the lawfulness of processing based on consent before its withdrawal.