Privacy Statement & Policy
Privacy Statement:
This statement contains information for members of the Wimbledon Park Residents’ Association (WPRA) and is required under the Data Protection Act 1998 and the GDPR Regulations effective from 25th May 2018.
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The Wimbledon Park Residents’ Association, 56 Home Park Road, Wimbledon Park, London, SW19 7HN. email: wimbledonparkra@gmail.com.
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Name and contact details of Representative. Iain C Simpson Tel: 0208 9471301 Mob:07836 361 782 Email: wimbledonparkra@gmail.com.
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The purposes of processing members’ data.
All members’ personal information supplied to the WPRA will be used solely for communication with them concerning the WPRA’s membership, governance, events and only matters concerning the WPRA. It will not be shared with any other organisation except where there is a statutory obligation to do so.
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The lawful basis of the processing.
We have considered the various lawful bases of processing data prescribed under the GDPR Regulations and have concluded that ‘legitimate interests’ is the most appropriate basis under which to operate. This is based on the fact that unless we obtain personal data information from you and are in a position to process it, we cannot provide you with the services we offer.
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Categories of personal data obtained.
We collect members’ names and address details as well as email addresses, telephone numbers and Bank details. We record and maintain all that information provided for on the membership application form when members join and record the current status regarding the payment of subscriptions. No other sensitive information is requested or stored.
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Access to member’s personal data
Access to member’s personal data is restricted to those persons appointed to administer the database.
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Retention period of personal data:
Members’ data will be kept while their membership is current and for a period of three years after cessation of membership.
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Individual’s rights in respect of processing.
A member may request in writing, at any time, to see his or her personal details held by the WPRA. They should write either to the Membership Secretary or the Representative named in this notice.
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The right to request removal of data.
Members may, at any time, request their personal details be removed from the WPRA database. They should write either to the Membership Secretary or the Representative named in this notice. The consequence of this will, of course, be the cessation of membership.
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The right to lodge a complaint with a supervisory authority.
Members have the right to file a complaint to the relevant authority, which currently is the Information Commissioner’s Office (ICO) https://ico.org.uk.
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The source of the personal data.
Members’ data is stored both in paper (application forms) form and on computer. In both cases this data is properly secured in locked premises and by password protection. Passwords are only known to those persons who are appointed to administer the database.
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Privacy Procedure Regarding our Website and Related Platforms:
This privacy procedure sets out the specifics of the website and related computer systems (platforms) that The Wimbledon Park Residents' Association ('WPRA') uses and how we protect any information that you give us when you use this website and our related platforms.
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For the purpose of The UK Data Protection Act, we are a ‘data controller’ and our website uses or links to several online "platforms" which process data on our behalf, including our website hosting company (Wix); our membership database "WebCollect"; and their payment system "GoCardless"; email platform "Google Mail"; Social Media ("X" ie "Twitter", "Facebook", "Instagram" and "LinkedIn").
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Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1 March 2024.
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Contacts / Enquiries and Website Member:
If you contact WPRA using any of the “Contact” forms on the website, or if you request to become a website member, we will collect the following information: name, email address (required), other contact information (if you choose to provide these), the nature of your enquiry and your company name (where applicable).
We may process information contained in any enquiry you submit to us regarding services ('Enquiry Data'). The Enquiry Data may be processed for the purposes of informing you about the organisation and offering relevant services to you. The enquiry data is held in the relevant website database and linked email accounts. It may also be forwarded to other email addresses of people who work for or with WPRA. If you wish for this data to be removed ay any time, please request this using the contact form.
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Membership Database "WebCollect":
When you join up as a member of WPRA using WebCollect, it will ask for your name, address and email address. It will also ask for other personal information which is optional, including date of birth and phone numbers. (This is standard WebCollect functionality that we are unable to change).
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Payment System "GoCardLess":
GoCardless is a payment system linked to WebCollect that allows us to process various types of payment including Direct Debit. If you choose to pay by this method, GoCardLess will ask for and store your name, address, bank account number and sort code, as well as a "mandate" to pay by Direct Debit. You may cancel this mandate at any time by informing your bank that you wish to cancel.
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About Cookies:
A Cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
Cookies We Use:
We use cookies to help us to analyse the use and performance of our website and services. We do not use advertising or social media cookies.
Cookies used by our Service Providers
We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.
The "platforms" that we use (see list above) also use their own cookies. Please see each specific platform website for details.
Managing Cookies
Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these web browser websites: Chrome, Firefox, Opera, Internet Explorer,
Safari, Edge.
Blocking all cookies will have a negative impact upon the usability of many websites. If you block all cookies, you may not be able to use all the features on our website.
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Links to other websites:
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.