To assist us in running the Association we require certain information from you. This information (your ‘data’) is treated with the utmost care and respect, and we want to be completely transparent in your data is used. We collect only the bare mimimum that we need in order to manage the Association effectively.
What data do we hold about you
In addition to personal and non-personal data outlined below, we hold any information that you have sent us – for example emails you have sent to us about specific issues. Wherever possible we recommend you use a Committee email address specific to your issue or question, but we recognise that our Committee members are volunteers who will use their own personal email addresses and phone numbers for communication with members. When you communicate directly with any member of the Committee you are responsible for the accuracy of any information you send.
We also hold any information you choose to post in our online Forums and this is visible to all members, so if you don’t want everyone to see something – don’t post it!
Information about your payments to the Association, for membership subscriptions or other contributions, are stored by our bank.
We also store personal data submitted by people who have filled in our enquiry form, and other forms which may appear on this website.
Where is your data stored
Different elements of your personal data are stored in several places:
- This website, which is hosted by Dreamhost in the United States. The database is secured by a password, and access to the more personal aspects of your data is limited to members of the Committee who need it (more details below).
- Backups of the website database which are visible only by the System Administrator and Secretary.
- The email system, which is provided by Mailchimp in the United States. Their system is secured by a password, and only specified members of the Committee have access to it.
- The banking system, which is provided by Lloyds TSB. Access to this is limited to the Chair and Treasurer.
Who can see your data
Your membership information can be accessed by Committee members, with all Committee members being able to see your name, email address and basic property information. Further personal information about you such as your phone number, home address (if you have provided it) and the date you bought your property is restricted to the Chair, Treasurer, Secretary and Membership Secretary. If you post messages in the online Forums, for which you need to log in, all members will be abe to see your name.
All information we hold is also visible by the System Administrator.
Data retention and deletion
At any time you can request a copy of the information we hold about you, and we will provide this to you in electronic form within a reasonable timescale. If you cancel your membership of the Association we will retain your membership data for 12 weeks and then delete it, or you can request that we delete your membership data we hold immediately.
Cancelling your membership means you will no longer receive communications from the Association, and you will no longer be able to access the online Forums.
Please note that deletion of your data applies only to your membership information. It will NOT remove your name from messages you have posted in the online Forums, nor remove those messages themselves. Also, deletion of your membership data does NOT delete any emails you have sent to us.
Information submitted as part of a membership enquiry is retained for 12 months and then, if the person who made the enquiry has not become a full member, the data is deleted.
Personal data
The table below outlines what personal data we collect from you, why we need it, where it is stored and who has access to it. For any further information please contact the Chair, Treasurer or Secretary.
| Why do we need this? | Where is it stored? | Who has access to it? | ||
|---|---|---|---|---|
Forename and surname |
Required | |||
| Example: Bob Smith | ||||
| So we can use it in communications with you |
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Email address |
Required | |||
| Example: bob.smith@email.com | ||||
| So we can send communications to you |
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Phone number(s) |
Required | |||
| Example: 07890123456 | ||||
| So we have another way to contact you if required | In the website membership database | The Chair, Treasurer, Secretary, Membership Secretary and System Administrator | ||
Home address |
Optional | |||
| We do not require your home address, but we will ask for it if we need to send you paperwork. Example: 123 Main Street, Townville, AB12 3CD | ||||
| Only collected if and when we need to send paperwork to you | In the website membership database | The Chair, Treasurer, Secretary, Membership Secretary and System Administrator | ||
Basic property information, includes plot number, property name, postal address |
Required | |||
| Example: Plot 123 – Bayside Cottage, 100 The Parade, YO14 9GA | ||||
| So we can produce accurate reports on the membership we have | In the website membership database | All Committee members | ||
Date you bought your property/properties |
Required | |||
| Example: June 2012 | ||||
| So we can produce reports on how long members have owned their properties | In the website membership database | The Chair, Treasurer, Secretary, Membership Secretary and System Administrator | ||
Whether you bought as a new-build or pre-loved |
Optional | |||
| Example: New build | ||||
| So we can produce reports on whether members buy properties new or pre-loved, and help reconcile properties as they change owners | In the website membership database | The Chair, Treasurer, Secretary, Membership Secretary and System Administrator | ||
Your banking details |
Required | |||
| The bank account number and sort code from which you make payments are visible in our banking system when you make payments. | ||||
| So we can manage your membership subscriptions | In the online banking system | The Chair and Treasurer | ||
Other data
We also collect, store and process other data which you provide.
| Why do we need this? | Where is it stored? | Who has access to it? | ||
|---|---|---|---|---|
Your membership status |
Required | |||
| The status of your membership based on your subscription payments, one of: Enquiry, Active, Lapsed or Cancelled | ||||
| So we can manage your membership and send the right communications to you |
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The first part of your home postcode |
Optional | |||
| Example: AB12 | ||||
| So we can choose suitable locations for Association meetings away from Filey, and see areas of the country where Owners come from | In the website membership database | All Committee members | ||
Whether you have any links to Essential Vivendi, and if so what those links are |
Required | |||
| Example: No, I have no links to Essential Vivendi | ||||
| So we can ensure the Association remains independent | In the website membership database | The Chair, Treasurer, Secretary, Membership Secretary and System Administrator | ||
Dates and amounts of your subscription payments and other contributions |
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| Note that the dates and amounts of your payments are separate to your bank details, which are more strictly controlled. Example: £20 paid on 3rd January 2019 | ||||
| So we can manage memberships and contributions | In the website membership database | The Chair, Treasurer, Secretary, Membership Secretary and System Administrator | ||