Privacy Policy

LAST UPDATED 17/July/2020

This privacy policy provides you with details of how we collect and process your personal data through your use of our site knoxresidents.com including any information you may provide to our site when you use our service or sign up to our mailing list.

By joining our mailing list, you consent to receive emails from us regarding local developments, updates or community matters. 
You must be aged 13 or over to use our service. If you are signing up a third-party you must have that individual's consent to do so.
You may unsubscribe from our service at any time.
 

Knox Residents Mailing List is a local not-for-profit community group run by volunteers. For legislative purposes, we are the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). This is a free service offered to the community to help keep people informed. No warranty is offered regarding the service offered - please do not rely on notifications from this list as your sole source of information or as an authoritative source.

Our contact details are:

Knox Residents Mailing List
41 Old Trough Way, Harrogate, HG1 3DE
Email address: mailinglist@knoxresidents.com

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at mailinglist@knoxresidents.com

WHAT DATA DO WE COLLECT ABOUT YOU

Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process certain types of personal data about you as follows:

  • Identity Data may include your first name, maiden name, last name, username.
  • Contact Data may include your address(es), email address and telephone number(s).
  • Technical Data may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, language/locale, time zone setting and location, operating system and platform and other technology aspects relating to the devices you use to access this site.
  • Profile Data may include your username and password, your preferences, feedback and survey responses.
  • Usage Data may include information about how you use our website and services.

Sensitive Data

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.

HOW WE COLLECT YOUR PERSONAL DATA

We collect data about you through a variety of different methods including:

  • Direct interactions: You may provide data by filling in forms on our site (or otherwise) or by communicating with us by post, phone, email or otherwise, including when you:
    • Subscribe to our service, mailing list or publications;
    • Request resources or marketing be sent to you;
    • Complete a survey
    • Message us or give us feedback.
  • Automated technologies or interactions: As you use our site, we may automatically collect Technical Data about your equipment, browsing actions and usage patterns.
    • We collect this data by using cookies, server logs and similar technologies.
    • Analytics providers such as Google Analytics

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when legally permitted. The most common uses of your personal data are:

  • Where we have your consent
  • Where we need to perform the contract between us.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

You have the right to withdraw consent at any time by unsubscribing.

Purposes for processing your personal data

Primarily we will use your email address to send you emails from the community group.

MailChimp, our IT partner, process your data on our behalf to help us fulfil our services to you.
View MailChimp's privacy policy - the Contacts and Visitor sections pertain to our users.

A full breakdown of we process your data is outlined below.

Purpose/Activity Type of data Lawful basis for processing
To register you on our mailing list,
send you mailings from our list, enable you to partake in surveys and manage your account.
(a) Identity

(b) Contact

(c) Profile

 Your consent and performance of a contract with you
 
To administer and protect our organisation and our site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity

 

(b) Contact

(c) Technical
(a) Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise

 

(b) Necessary to comply with a legal obligation
     
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
(a) Technical

 

(b) Usage

 Necessary for our legitimate interests to define types of customers for our products and services, to keep our site updated and relevant, to develop our business and to inform our marketing strategy
     
Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at mailinglist@knoxresidents.com

If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.
 

DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table above:

  • Service providers who provide IT and system administration services. For example, the mailing list platform provider - MailChimp - and their providers.
  • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

Your data is stored by our IT provider MailChimp. Your data may reside outside of the UK but is stored in full compliance with the EU-US Privacy Shield conditions compatible with the UK/EU's GDPR legislation (formerly known as Safe Harbor).

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those admins of the group, agents, contractors and other third parties who have a need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Request transfer of your personal data.
  • Right to withdraw consent.

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at mailinglist@knoxresidents.com

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will endeavour to notify you and keep you updated.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

COOKIES

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Knox Residents Group