Version date 01/12/2024
Introduction
This Privacy Statement explains how KENDRA uses information about you and how we protect the privacy of this information. This Statement sets out the principles we apply when processing personal data. It describes the types of personal data that we may hold about you, what we may do with it, the legal basis for holding and processing this data, and how you may contact us if necessary. This Statement may be updated at intervals
Who we are?
KENDRA (Kenley & District Residents’ Association) is an unincorporated non-profit organisation, run by volunteers, that exists to improve the lives of its members and of other Kenley residents. KENDRA is governed by its Rules and Constitution, and operates in the Kenley area of the London Borough of Croydon. In this context, “we”, “us”, “our” and “KENDRA” mean the individual members of the main committee. Our Website is: www.kenleyra.org.uk
How to contact us
You can ask for the information we hold about you. This applies to your personal information that is in both paper and electronic records. You can ask for details of your records by contacting the Secretary by email on secretary@kenleyra.org.uk
The personal data that we hold on KENDRA members
Personal data can be anything that identifies and relates to a living person. We hold some or all of the following data, with minimal required data marked by **
Your first name and surname
Address of your residence **
Landline and mobile telephone numbers
Email address **
Any payments to KENDRA over the last 7 years **
Membership status
Why we hold this data and what we do with it
The lawful basis for holding this data is that it is necessary and appropriate for our Legitimate Interest in order to provide the service that you could expect from KENDRA for your membership fee. As a not-for-profit residents’ association, KENDRA will hold and may use your data for the following purposes:
• to process information necessary to establish or maintain membership or support;
• to process information necessary to provide or administer activities for people who are members of the organisation or have regular contact with it;
• to share the information with people and organisations necessary to carry out the organisation’s activities (as required by law or with consent of the member)
• to retain an archive of published Kendra magazines and the formal minutes of Kendra meetings, and similar, that will be held in perpetuity
KENDRA uses a network of Area Stewards and Road Stewards who volunteer to deliver our magazines to members and to collect subscriptions. It will be necessary for your respective Stewards to have access to some details about the members in their area. For members who provide email addresses we also provide a weekly email update on planning applications and local events
We only use what we need
Where we can, we will only collect and use your personal information for the specified purpose for which it was collected except where the law requires or allows us to use it for another purpose. We shall keep your personal information secure, accurate and updated whenever you advise of any changes to or errors in the data. It shall not be kept longer than necessary and shall be relevant and not excessive in relation to the purpose or purposes for which it was collected.
Who do we share your information with?
KENDRA does not provide, sell, distribute or lease membership data, except in summary form, to any 3rd parties unless required to do so by law or the member has provided prior permission. In an emergency it may be necessary to provide member data to 3rd parties without prior permission, though this would be a very rare occurrence. If KENDRA changes its name, type of entity or is merged with a separate residents’ association (all subject to majority vote at AGM) your personal data may be transferred to the new entity.
A non-exhaustive list of those with whom we may need to share your personal information if necessary to carry out our activities, or to protect our members, or as required by law, is: local government; elected members including members of parliament; law enforcement; prosecuting authorities; or other members of the KENDRA committee.
How long do we keep your personal information?
We will keep your personal data while you remain a member, and only for as long thereafter as is necessary for auditing of, and accounting for, any payments made to KENDRA, or to comply with statutory or other legal requirements. For more details on our data retention policy please contact the secretary at secretary@kenleyra.org.uk
Where is your information stored?
All of your personal information is stored on paper and electronic systems in the UK. – or as stored by our cloud-based service providers. There are however occasions when electronic copies of some of your information may leave the UK at the discretion of email or data storage providers: this would be outside of KENDRA’s control, but we use recognised and reputable organisations for such storage and transfer, which use generally accepted standards for data protection.
Personal data related Kendra members may be stored by the following 3rd party service providers. The data will be subject to the Data Privacy Policies provides by those organisations.
| Purpose | Organisations | Link to 3rd party data privacy policy |
| Management of Membership records | Member Mojo | https://membermojo.co.uk/kendra/help/privacy https://membermojo.co.uk/kendra/help/security |
| Email communications between committee members | Any Major email service provider. By corporate and public Eg Virgin Media, BT, Sky, Vodafone | Please Google as needed |
| Email Communications with Members | MailChimp | https://mailchimp.com/gdpr/ |
Privacy Statement changes
This Privacy Statement is regularly reviewed. This is to make sure that we continue to meet the highest standards and to protect your privacy. We reserve the right, at all times, to update, modify or amend this Policy. We suggest that you review this Privacy Statement from time to time to ensure you are aware of any changes we may have made. We will not significantly change how we use information that you have already given to us without either your prior agreement or as otherwise permitted under the General Data Protection Regulation (GDPR).
Your rights
You can ask
• to be informed what information we hold about you;
• to change information that you think is inaccurate;
• us to delete information (the “right to be forgotten”)
• us to limit how we use your personal information
You can exercise any of these rights by contacting us at secretary@kenleyra.org.uk and providing proof of your identity and details of the rights that you wish to exercise. We will ensure that these rights are fulfilled within 30 working days of receiving the request unless we have lawful or necessary reasons to continue to hold and/or to use your data
Where can I get independent advice or make a complaint?
If you have any queries, then please contact the KENDRA secretary at secretary@kenleyra.org.uk
You also have the right to independent advice from, or make a complaint to, the Information Commissioner’s Office (ICO):
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745. Website: https://ico.org.uk/global/contact-us/