The Herdwick Gate & Herdwick Fold, Shipston-on-Stour Residents’ Association (“the Association”) Data Protection Policy is designed to protect your personal data held by the Association. Please ensure you read this Policy carefully.

The Association will take appropriate security measures to ensure that your data is protected and secured in accordance with the relevant data protection laws, including the EU General Data Protection Regulation (GDPR) from 25 May 2018.

1. The Data We Hold

The personal data obtained when members join the Association may include name, address, telephone number and email address. Where members support the Association in specific roles, those roles are also recorded.

Committee members may also give consent to having a photograph published on the Association’s website, social media pages, local press and newsletters.

Where subscriptions or donations are made to the Association, the amounts contributed are recorded, but we do not record, or have access to, any credit/debit card data involved in payments made.

We may use a mailing list service to send you emails associated with the Association.

2. How We Store Your Data

The data given by residents is stored electronically with appropriate levels of security to prevent third party access. Where membership details are taken in paper form, we retain this for a period of five years for audit purposes, unless instructed to destroy it.

3. How We Use Your Data

The information we collect from you (described above) may be used in one of the following ways:

  • To send periodic emails and/or letters
  • To inform supporters in matters relating to their roles (eg meetings)
  • To inform you of upcoming events
  • To inform you of any cancellations to events
  • To respond to inquiries and requests
  • To carry out surveys to canvas the views of residents

We will never pass on any of your data to a third party.

4. The publication of members’ and officers’ personal data

Members’ and officers’ personal data will only be included in a newsletter or other general information communication with the express permission of the member or officer.

5. What happens when you no longer wish to receive emails?

You can unsubscribe from any or all communications simply by telling us in writing or by email or by any other electronic means of communication.

6. How long do we keep your data?

Unless otherwise requested, we will retain your data while you continue to be a member of the Association, updating it as required. We will delete the data when members advise the Association they have moved out-of-area or notify the Association that they no longer wish to receive any further communication from us.

7. How do we protect your information?

We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information.

8. Do we disclose any information to outside parties?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information, except where mentioned above to allow us to use a mailing list service to send emails. We may release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others rights, property, or safety.

9. Your access to the data

You have the right to know what information we hold on you. If requested, the details of this information will be provided within 30 days. If you no longer wish us to hold your data, we will delete it; however we will then no longer be able to advise you of matters of interest to residents of Herdwick Gate and Herdwick Fold.

10. Contacting the Association

You can contact us via the website - Click here

If there are any questions regarding this privacy policy you may contact us using the above link.

11. Data breaches

The GDPR places a duty on all organisations to report specific types of data breach to the Information Commissioner’s Office, and in some cases, to individuals.

We will only have to notify the Information Commissioner’s Office of a breach where it is likely to result in a risk to the rights and freedoms of individuals.

12. Further Information

If you would like to know more about the GDPR, further information can be found on the Information Commissioner’s Office website: 

13. Changes to our Privacy Policy

If we decide to change our privacy policy, we will notify members, and/or update this Privacy Policy here on our website.