Privacy

The Hilltop Park Residents' Association is the data controller for the personal information described here. We keep data collection to a minimum and never sell or rent your details to anyone.

The mailing list

If you join our mailing list, we ask for your name, email address, and your house number and postcode.

Why we ask for your address. We check it against the estate so that only people who actually live here can join. We do not use it for anything else, and we never publish or share it.

Our lawful basis is your consent. You give it by ticking the box on the form and then clicking the link in the confirmation email we send — you are not added to the list until you do both.

The record we keep of that. We store when you signed up and when you confirmed, so that if anyone ever questions whether you agreed, we can show what happened rather than just asserting it. Alongside it we store a scrambled (hashed) version of the internet address your device was using at the time. We never store the address itself, and the scrambling uses a secret key held only by the website, so the record is of no use to anyone who obtained a copy of our database. We use it only to tell sign-ups apart if a complaint is raised — never to work out where you are.

Unsubscribing. Every email we send has an unsubscribe link. You can use it at any time, without giving a reason, and we will stop emailing you.

How long we keep it. We keep your details until you unsubscribe or ask us to delete them. After you unsubscribe we keep a minimal record that you did so, to make sure we don't email you again by mistake.

Emailing the committee

If you email us, we hold your message and email address for as long as we need to deal with what you've raised.

Who else is involved

• Cloudflare hosts the website and stores the mailing list. Like most hosts, it processes basic technical information such as IP addresses to serve the site securely.
• An email provider sends our confirmation emails and newsletters on our behalf.
• Our community Facebook group is operated by Meta under its own privacy policy. We link to it, but it is not run by us.
• When our fundraising campaign is running we link to Crowdfunder. Donating happens on their site, under their privacy policy — we never see or hold your payment details.

We do not use tracking or advertising cookies, and there are no analytics scripts on this site.

Documents we publish

We publish association documents here, including meeting minutes. Minutes show who attended by their initials rather than by name, and we check documents for personal information — such as home addresses — before publishing them. If you think something published here identifies you and shouldn't, tell us and we will look at it.

Membership records

Membership of the association is separate from the mailing list, and the committee's register of members is kept separately from this website. Being on the mailing list does not make you a member, and being a member does not automatically put you on the mailing list.

Your rights

You can ask us to show you what we hold about you, correct it, delete it, or stop using it. Just contact the committee and we will deal with it promptly and free of charge.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.

Questions

If you have any questions about privacy, please contact the committee.