The Derby Road Fund
Meeting GDPR Requirements
The Data Protection Act 2018 (DPA) and General Data Protection Act (GDPA)25th May 2018.
The Most Important Items Include:
Personal Data Storage Device: USB stick password protected with data back-up with secure storage.
Personal Data Usage Device: Home Laptop with McAfee Live Save 2018 protection for malware, antivirus, ransomware, spyware, password protected and data back-up.
Personal Data Access: Access to your personal information is restricted to committee members only, with the exception of certain circumstances detailed below and would require a committee vote for their release.
How We Use Your Information:
To collect The Derby Road contribution.
To invite you to The Derby Road AGM.
To meet other legal and regulatory requirements.
To keep you informed about the up-keep of the road and associated infrastructure.
To keep you informed of your responsibility’s and obligations.
To keep you up to date with Derby Road website activities.
For record keeping purposes.
To share your contribution status with interested third parties. Limited to – (solicitors, estate agents, court authorities and any other professional advisors.)
For the possible prosecution of non-payment of contributions outlined in the constitution.
To respond to your enquires.
Contact Details We Keep:
Your name, address, email address, occupant / tenant details, management company, agent, business name, telephone (landline / mobile).
This information is provided voluntarily (and therefore with your permission) for the committee use.
We will keep this information for the duration of your stay or ownership of a property on Derby Road, Ellesmere Close, Moss Close and Field View and five years thereafter.
This information may be retained for longer should there be a dispute or funds owed.
Data Protection Officer:
The Derby Road Acting Treasure Mr David Moro. 3a Derby Road, Caversham. Reading. RG4 5HE.
Tel: 0118947 2978
- We set out exactly what types of information we collect, when and detail what we use your personal information for.
- We explain when others may be able to see your identity.
- We set out clearly in what situations we pass on any of your personal information to anyone else.
- We include information about how long we keep personal data for, how you can find out what personal data we have about you.
- We include contact details for our Data Protection Officer.
- Lawfulness
- ☐ We have identified an appropriate lawful basis (or bases) for our processing.
- The Consumer Protection from Unfair Trading Regulations 2008 (also known as Consumer Protection Regulations or CPRs), details what a seller must legally disclose when marketing their property. This includes pertinent information that could influence a prospective buyer’s decision.
- • Why any previous offers have fallen through
- • Any major problems highlighted in previous surveys
- • Any pending, approved or declined applications for planning permission
- • Any proposals for nearby development and construction
- • Whether the property lies beneath a flightpath, is within sight of a motorway or whether a power plant or substation is nearby
- • Any public right of ways passing through the grounds
- • Any ongoing problems or disputes with neighbours, including boundary, or any neighbours known to have been served an Anti-Social Behaviour Order (ASBO)
- • Whether there have been any known burglaries in the neighbourhood recently
- • Whether any murders or suicides have knowingly been committed in the property recently
- • Any outstanding debts associated with the property
- • Any known pests in the property or any known issues with problem weeds
- When declaring this information, it is important to be accurate and not to leave any details out as any omissions or misleading information could result in criminal charges being taken against the seller or estate agent.
- ☐ We don’t do anything generally unlawful with personal data.
- Your information is not posted on social media or issued to third parties not associated to the sale of your house or court action.
- Fairness
- ☐ We have considered how the processing may affect the individuals concerned and can justify any adverse impact.
- Generally, if a reasonable person would take a piece of information as a negative factor in their decision making process then it should be disclosed.
- ☐ We only handle people’s data in ways they would reasonably expect, or we can explain why any unexpected processing is justified.
- There is an element of subjectivity when it comes to deciding what is deemed to be pertinent or relative information and what is not.
- ☐ We do not deceive or mislead people when we collect their personal data.
- It is clearly set out in this document and the constitution the parameters the committee are duty bound to work in.
- Transparency
- ☐ We are open and honest, and comply with the transparency obligations of the right to be informed.
- This is applicable not only to the residents, sealer but purchaser of a property on Derby Road.
Personal Data Storage Device: USB stick password protected with data back-up with secure storage.
Personal Data Usage Device: Home Laptop with McAfee Live Save 2018 protection for malware, antivirus, ransomware, spyware, password protected and data back-up.
Personal Data Access: Access to your personal information is restricted to committee members only, with the exception of certain circumstances detailed below and would require a committee vote for their release.
How We Use Your Information:
To collect The Derby Road contribution.
To invite you to The Derby Road AGM.
To meet other legal and regulatory requirements.
To keep you informed about the up-keep of the road and associated infrastructure.
To keep you informed of your responsibility’s and obligations.
To keep you up to date with Derby Road website activities.
For record keeping purposes.
To share your contribution status with interested third parties. Limited to – (solicitors, estate agents, court authorities and any other professional advisors.)
For the possible prosecution of non-payment of contributions outlined in the constitution.
To respond to your enquires.
Contact Details We Keep:
Your name, address, email address, occupant / tenant details, management company, agent, business name, telephone (landline / mobile).
This information is provided voluntarily (and therefore with your permission) for the committee use.
We will keep this information for the duration of your stay or ownership of a property on Derby Road, Ellesmere Close, Moss Close and Field View and five years thereafter.
This information may be retained for longer should there be a dispute or funds owed.
Data Protection Officer:
The Derby Road Acting Treasure Mr David Moro. 3a Derby Road, Caversham. Reading. RG4 5HE.
Tel: 0118947 2978