Privacy Notice

Glamis Residents' Association

Registered Charity Number: 1148565

Last Updated: June 2026

The Glamis Residents' Association (GRA) is committed to protecting and respecting your privacy. This Privacy Notice explains how, when, and why we collect personal information about people who visit our website, submit online forms, or communicate with us, and how we keep it secure.

1. Who We Are

For the UK General Data Protection Regulation (UK GDPR), the Glamis Residents' Association acts as the 'Data Controller'. We are a voluntary community organisation run by a committee. If you have any questions regarding this policy or our privacy practices, you can contact us directly via our online website contact form.

2. How Do We Collect Information From You?

We collect information about you when you interact with our website or contact the committee. This happens when you:

  • Complete a website form (such as a general enquiry, hall booking request, or estate issue report).

  • Sign up to receive our community email newsletter.

  • Leave a comment or feedback on our website discussion pages.

3. What Type of Information Is Collected?

The personal information we collect is limited entirely to what is necessary for us to assist you or manage your request. This may include:

  • Your full name, email address, and telephone number.

  • Your address, block, or flat number (collected optionally to provide localised context for maintenance issue reporting).

  • The date, timing, and specific operational details of any hall hiring requests you submit.

4. How Is Your Information Used?

We will only use your personal data when the law allows us to. Most commonly, we use your information to:

  • Process, manage, and coordinate a booking request you have made for Glamis Hall.

  • Respond directly to general queries, feedback, or messages sent via our contact forms.

  • Forward logged maintenance or cleaning problems directly to the relevant authorities or housing associations (such as EastEndHomes) on your behalf.

  • Send you our digital community newsletter, provided you have given us your explicit, active consent to do so.

We review our data retention periods regularly. We will hold your personal information on our systems only for as long as is strictly necessary to fulfil the relevant activity or as required by any legal obligations.

5. Who Has Access to Your Information?

  • We will never sell, rent, or trade your personal information with any third parties.

  • We will never share your information with third parties for marketing purposes.

  • Third-Party Service Providers: Your form submissions are securely processed through our website hosting platform (e-voice.org.uk). We ensure that our platform providers comply with strict UK data safety standards. Where you have reported an estate issue, relevant details (such as the location and nature of a repair) will be shared with local council teams or EastEndHomes to resolve the problem.

6. Your Rights Under UK GDPR

You have explicit rights under UK data protection laws regarding how your personal information is handled. You have the right to:

  • Access: Request a copy of the personal data we hold about you.

  • Rectification: Request that we correct or update any inaccurate or incomplete information.

  • Erasure: Request that we completely delete your personal details from our active files.

  • Withdraw Consent: If you have signed up for our newsletter, you can withdraw your consent and unsubscribe at any time by clicking the link in our emails or contacting the committee.

If you wish to exercise any of these rights, please contact us through the website's general contact form. If you remain unsatisfied with our response, you have the right to lodge a complaint directly with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk).