Data protection

The Association keeps names, addresses, contact details and road groups for its members. That is personal data, and UK GDPR and the Data Protection Act 2018 apply to how we handle it.

This page sets out our position. For what we collect and why in practical terms, see privacy.

The principles we work to

The law asks that personal data is:

• used fairly, lawfully and transparently
• collected for specified, explicit purposes and not used for unrelated ones
• adequate and relevant, and no more than we need
• accurate and kept up to date
• kept no longer than necessary
• kept securely

We think those are reasonable things for members to expect of us regardless of what the law says.

Our lawful basis

We hold and use member data on the basis of consent, given when you join or renew, and on the basis of the legitimate interests of an association administering land, charges and members’ affairs.

Where we rely on consent you may withdraw it at any time, though we may still need to retain records relating to charges on a property.

Keeping it accurate

Records go out of date quickly on an estate where houses change hands. If you move, change your email address or change your phone number, telling your Road Representative keeps you on the list and keeps us accurate at the same time.

Your rights

You can ask for a copy of what we hold, ask for corrections, ask for deletion where we have no continuing reason to keep the data, object to particular uses, and complain to the Information Commissioner’s Office if you are unhappy with our response.

Write to the Secretary. See contact us.

Data breaches

If personal data is lost or disclosed in a way that could cause you harm, we will tell you, and we will notify the Information Commissioner’s Office where the law requires it.