Data Policy
Only Highfield Park and Westbrook Road Residents’ Association committee members (or ordinary members who are authorised by the committee) are authorised to collect data on behalf of the Highfield Park and Westbrook Road Residents’ Association, and will identify themselves when collecting the information. At the time of collection individuals will be made aware of the uses of the personal information and must give consent for its processing and use.
Highfield Park and Westbrook Road Residents’ Association is only seeking, and retaining, the minimum amount of personal data required to achieve its purpose. The data fields that may be collected include
- Name(s) of main occupiers
- House address
- Phone number
- Email address
Supply of personal information in whole or part is entirely voluntary.
All data collected will be used solely for the business of the residents’ association for the purpose of membership administration and communication.
Data will not be disclosed to any third party for commercial, political or other reason. In particular Highfield Park and Westbrook Road Residents’ Association will not seek to benefit financially from the existence of the data. Exceptionally, in the unlikely event of a court order or other legal requirement to make the data available to a nominated third party the committee will be empowered to meet such demand.
Highfield Park and Westbrook Road Residents’ Association will take appropriate security measures against unauthorised access to, or alteration, disclosure or destruction of, the data and against their accidental loss or destruction.
All committee members must agree to abide by the policy, in particular acceptance of any data (in whole or in part) from the members is an acceptance of the policy. Highfield Park and Westbrook Road Residents’ Association will carry out periodic reviews of this policy and its implementation.
Individuals have the right to access any personal data being held by Highfield Park and Westbrook Road Residents’ Association and have the right to rectify their data if inaccurate or processed unfairly.
On making an access request in writing, any individual about whom Highfield Park and Westbrook Road Residents’ Association keeps personal data is entitled to receive the following within one month:
- a copy of the data being kept about him or her
- the categories of their data and the Residents Association’s purpose/s for processing it
- the identity of those to whom the data has been disclosed
- where the data came from, how long their personal data will be kept and how to exercise their data protection rights
- about a data subject’s right to make a complaint to the Data Protection Commissioner
A request in writing for an individual’s personal data to be deleted, or personal data to be updated will be met within 40 days from receipt of the request.