Privacy notice

Last updated: 26 July 2026

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email
secretary@shoreditchcommunity.com

What information we collect, use, and why

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • IP addresses
  • Records of consent, where appropriate

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.

  • Your right of access — You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions, which means you may not receive all the information you ask for.
  • Your right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure — You have the right to ask us to delete your personal information.
  • Your right to restriction of processing — You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing — You have the right to object to the processing of your personal data.
  • Your right to data portability — You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
  • Your right to withdraw consent — When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. If your request is complex, we may extend this by up to two further months, and we will tell you if we do.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice, or use our data protection request form.

Our lawful bases for the collection and use of your data

Our lawful basis for collecting or using personal information for service updates or marketing purposes is:

  • Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful basis for collecting or using personal information for dealing with queries, complaints or claims is:

  • Legitimate interests — we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Our legitimate interests are:

When someone contacts us with a question, concern or complaint — a resident, a local business, a licence applicant or a council officer — we keep a record of who got in touch, what they said and how we responded. We do this so we can deal with the matter properly, respond consistently, and account for our own conduct if we are asked about it later.

This is necessary because we make representations to licensing and planning authorities on behalf of residents. Both we and the people affected benefit from an accurate record of what was said and by whom. Where we intend to make a representation about a business, we contact the applicant first to discuss their plans, and a record of that correspondence protects both parties.

We collect only the contact details a person chooses to give us and the content of their message. We do not use this information for any other purpose, we do not add it to our mailing list without separate consent, and we do not share it outside the committee unless the person asks us to raise the matter with the council or the police.

The impact on individuals is limited and expected. Anyone contacting an organisation would reasonably anticipate that their message is retained while it is being dealt with. The information is basic contact data provided voluntarily for this specific purpose, held only as long as needed to resolve the matter, and then deleted. We consider the benefit to residents of a properly documented process outweighs this limited and foreseeable impact.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

Where we get personal information from

  • Directly from you

How long we keep information

  • Mailing list — we keep your details until you unsubscribe, or until you have not engaged with our emails for two years, whichever is sooner.
  • Records of consent — we keep a record of your subscription for two years after you unsubscribe, so that we can show we had your permission.
  • Correspondence — we keep messages and our replies for two years after the matter is resolved, and then delete them.

Who we share information with

Data processors

Postmark
This data processor delivers our emails. Postmark is based in the USA.

GreenGeeks
This data processor hosts our website, and therefore holds the database in which our records are stored.

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information, or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Postmark
Category of recipient: Email delivery provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge).

Organisation name: GreenGeeks
Category of recipient: Website hosting provider
Country the personal information is sent to: Netherlands
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge).

Cookies

We use only essential cookies, which are needed for the website to function. These include a cookie that keeps the site running quickly for you, and cookies set when a committee member logs in to manage the site. We do not use cookies to track you across other websites, and we do not use advertising cookies.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Online: shoreditchcommunity.com/privacy-form/
Email: secretary@shoreditchcommunity.com

You do not have to use the form. You can email us or write to us instead, and we will deal with your request in the same way.

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: ico.org.uk/make-a-complaint