Privacy Policy

Finsbury Park and Stroud Green Neighbourhood Forum Privacy Notice

Last updated: June 2022

This privacy notice explains how the Finsbury Park + Stroud Green Neighbourhood Forum (and the working group in place to progress the application for the Neighbourhood Area to be designated by the three Councils) (‘we’, ‘us’ etc.) use your personal information and the ways in which we protect your privacy.

The definition of ‘personal information’ is any information relating to an identified or identifiable individual.

By consenting to this privacy notice, you are giving us permission to collect, store and process your personal information specifically for the purposes identified in this privacy notice.

How information about you will be collected and used

Any information collected by us will be used to support the preparation and development of the Finsbury Park + Stroud Green Neighbourhood Plan (FPSGNP) / Finsbury Park + Stroud Green Neighbourhood Forum (FPSGNF).

We are required to maintain a database of Members of the Forum, which includes names, home and/or work addresses (depending on type of Membership) and email addresses. This information is used for the following purposes:

  • to verify your eligibility to be a Member (i.e. that you live or work within the Neighbourhood Area, are an elected official whose constituency forms part of the Neighbourhood Area, or are an Affiliated Organisation);
  • to confirm we have the minimum number of Members as required for a neighbourhood forum;
  • to allow us to disseminate information; and
  • to support the preparation and development of the FPSGNP/FPSGNF.

We may be required to share Member’s personal information with the three Councils (London Borough of Hackney, London Borough of Haringey, and London Borough of Islington) or other government bodies in order to comply with the requirements of the neighbourhood planning process (for example, to confirm we have the minimum number of Members required). In such cases, we will seek to ensure the disclosure is proportionate for its purpose and will only share personal information on a strictly confidential basis.

We may also collect and use contact details of individuals who are ineligible or who do not wish to become Members, but who have consented to be contacted about the preparation and development of the FPSGNP/FPSGNF. If this information is requested, we will provide clear information about why it is being collected and how it will be used.

As part of the preparation and development of the FPSGNP/FPSGNF, it may be necessary to collect more detailed personal information on individuals – for example, on age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity. If this information is requested, we will provide clear information about why it is being collected and how it will be used.

How data will be processed

We will only process personal information where it is necessary to do so to support the preparation and development of the FPSGNP/FPSGNF.

Any processing of the personal information we hold will be done in compliance with Article 6 of the General Data Protection Regulation (GDPR). The lawful basis for processing of information is that individuals have given clear consent to process personal information for a specific purpose (to support the preparation and development of the FPSGNP/FPSGNF).

If processing ‘special category data’ (such as the list of more detailed personal information set out in How information about you will be collected and used), we will do so in compliance with Article 9 of the GDPR. We will ask for explicit consent to the processing of this data, and specify the purpose, at the time that we collect the information.

More information on the GDPR can be found here: https://gdpr-info.eu.

Sharing your personal information

Your personal information will be treated as strictly confidential. We will not disclose your personal information to other organisations unless we have previously gained your consent.

The only exception to this will be where we may be required to disclose your personal information without your consent, for example where we are required by law to disclose information. In the case of all disclosures we will seek to ensure the disclosure is legitimate and proportionate for the purpose.

Data security

The complete database of Members and any other personal information held is password protected and is only available to the Membership Officer and other Officers of the Neighbourhood Forum (or the working group) required to undertake their duties.

We will not keep your information longer than necessary. If the Neighbourhood Forum ceases to exist, all personal information will be deleted unless otherwise agreed with you.

Right to your personal information

You can find out if we hold any personal information about you by making a request using the contact details at the end of this notice. If we do hold personal information about you we will:

  • give you a description of it;
  • tell you why we were holding it; and
  • let you have a copy of the information in an intelligible form.

Right to update or correct your personal information

If we do hold personal information about you, you can ask us to update your information or correct any mistakes by contacting us using the contact details at the end of this notice.

Right to be forgotten

You may request at any time that any or all of the personal information we hold on you is deleted.

It should be noted that it will not be possible to be a Member of the Finsbury Park and Stroud Green Neighbourhood Forum without us holding the personal information required to a) verify your eligibility to be a Member and b) contact you for the purposes of the Neighbourhood Forum (see How information about you will be collected and used). If you request this information be deleted, you will no longer be able to be a Member of the Neighbourhood Forum.

Right to complain

If you have a concern about the way we are handling your personal information and feel that we are unable or unwilling to resolve your concern, you have the right to complain to the Information Commissioner’s Office. More details can be found here: https://ico.org.uk/for-the-public/raising-concerns/.

Use of software

Comments made on the Discussion Board of the Finsbury Park and Stroud Green Neighbourhood Forum website (https://finsburyparkstroudgreen.com/discussion) are logged and identified by your username.

The underlying website construction includes a tool that allows us to see how many people visit the site, how they arrive, and what geographic region (e.g. country) they probably visit from. This tool uses Google Analytics – further details on Google’s privacy policy and terms can be found at: www.google.com/policies/privacy/partners.

We use free software called MailChimp to send out email newsletters etc. MailChimp undertakes some processing activities such as data collection (via the online Membership Form) and storage of personal data (e.g. within our password-protected MailChimp account in order to allow us to create and use email distribution lists). MailChimp also includes a tool that allows us to see how many people read our emails and click on links etc., what geographic region (e.g. country) they probably visit from, etc. More information on MailChimp can be found on their website (https://mailchimp.com).

Changes to this privacy notice

We keep our privacy notice under regular review and we will place any updates on the Finsbury Park + Stroud Green Neighbourhood Forum website (https://finsburyparkstroudgreen.com). At the start of the privacy notice we will tell you when it was last updated.

If we wish to use your personal information for a new purpose not covered by this privacy notice, we will provide you with a new notice explaining this new use before commencing the processing and setting out the relevant purposes and processing conditions. Whenever necessary, we will seek your prior consent to the new processing.

How to contact us

By post:           Finsbury Park + Stroud Green, c/o Finsbury Park Trust, 225-229 Seven Sisters Road,                         LONDON, N4 2DA

By email:          [email protected]

Who we are

We are the Finsbury Park + Stroud Green Neighbourhood Forum (or/and) Finsbury Park + Stroud Green Neighbourhood Plan, a volunteer base run body in the N4 area of London set up under the Localism Act 2011 & Neighbourhood Planning Act 2017 and updated information of Guidance Neighbourhood planning (all links are the official GOV.UK site).

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

If you contact us from using a form on the website your data and message may be stored on our systems for the purposes of responding to you. Your contact details will not be shared nor will you be automatically subscribed to our mailing list.

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use Google, Open Web, Clicky, Matomo and Mailchimp Analytics to see how our site is being used. No personal data is associated with your visit and GDPR (General Data Protection Regulation) compliant.

Who we share your data with

We do not share your data with third parties except to the extent mentioned elsewhere in this policy.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Data Security

In order to ensure the best possible protection of your data, the website, pages and mails is secure SSL connection. and is monitored by membership secretary (DPO) that keep under systematic review under ICO compliance found here and to GDPR compliance found here

Your contact information

If you sign up for our mailing or newsletter list your contact details are held by Mailchimp on our behalf. You can unsubscribe from this list at any time and your data will not be shared by us or used for purposes that you have not agreed and this is to complies with GDPR (General Data Protection Regulation).

Additional information

How we protect your data

Your data is held in a secure web hosting data centre and is also backed up using Amazon Web Services. Only system administrators can access these systems and they are not authorised to copy your data.

What data breach procedures we have in place

If we become aware of any breach we will notify all users who we believe may be affected and take relevant steps to deal with any consequences there may be. If there is a data breach or make us aware of any data leaks please let us know via our emails

What third parties we receive data from

Our website may contain links to other websites provided by third parties not under our control. When following a link and providing information to a third-party website, please be aware that we are not responsible for the data provided to that third party. This privacy policy only applies to the websites listed at the beginning of this document, so when you visit other websites, even when you click on a link posted on wordpress.org or mailchimp.com you should read their own privacy policies.

What automated decision making and/or profiling we do with user data

We do not use automated decision-making. Regarding profiling, we use the tracking tool Google Analytics, Open Web Analytics, Clicky or Matomo. and to keep up-to-date link can be found here (ico. Information Commissioner’s Office website)

Industry regulatory disclosure requirements

Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (Text with EEA relevance) Link found here.

updated 1.3 - 28th June 2022 7.11pm
reversion 1.2 - 1st November 2020 7.54pm 
version 1.1 - 16th October 2019 1.27am