Version 2

 11 October 2018

© Glebe Estate Residents’ Association


Please note

  • This Privacy Policy only applies to information collected from Members of GERA by GERA itself. We are not responsible for the privacy of any information you reveal or post on any of GERA’s social media channels including, but not limited to Facebook.
  • We are not responsible for the privacy policies of websites owned or operated by third parties to which we provide links on our website.
  • GERA may change this policy from time to time and will notify you when this happens.




This Privacy Policy sets out how the Glebe Estate Residents’ Association (known hereafter as GERA) uses and protects any information that you give to GERA.


What we collect:

We may collect the following information from you:

  • name
  • contact information including email address and telephone numbers
  • street address including postcode
  • bank account details for processing subscription payments if you have chosen to supply this
  • offers of volunteering to aid GERA
  • other relevant information
  • photographs of members’ activities (see below).


What we do with the information we gather

The information you give us will be stored on a database and may be used by us where appropriate.  We require this information to provide you with a better service, promote the interests of and services provided by GERA, and in particular for the following reasons:

  • To provide you with information or contact you about our activities
  • To inform you of other matters related to GERA’s affairs and its administration
  • To seek your feedback or opinion on the services we provide
  • To discuss any offers you may have made for voluntary services
  • To use bank account details for processing subscriptions where appropriate
  • To provide you with information related to the Glebe Estate and its surrounding neighbourhood so long as they are in accordance with the Objects of GERA as set out in its Constitution. This can be viewed in the members’ section of our web site
  • To seek your comments on matters of local interest
  • To provide security statements
  • To update you on changes on this policy


We will generally contact you by email unless you choose otherwise but will use hard copy circulation on some occasions when we consider this appropriate (e.g. subscription renewals).

You can choose not to receive communications by email in which case you will receive hard copy of any circulated notices or information.  You can change your choice at any time by notifying the Membership Secretary (contact details on following page).

GERA is committed to ensuring that your information is secure.  In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect from members online and in person.  Unfortunately, it is not possible to guarantee the total security of any data transmitted over the Internet.  While we strive to protect your personal information, GERA cannot ensure or warrant the security of any information you give to us, and you therefore do this at your own risk.

The databases are stored on private hard drives or in password protected Cloud files and are used on machines that are also password protected.

We endeavour to keep all personal data hosted within the UK and/or the EU.  However, MailChimp (our bulk email send provider – see below) may host its data in the US but is a member of the Privacy Shield scheme.  This scheme has been declared by the EU to provide adequate protection for personal data and thus we are happy to use it.

Our Website is hosted by Joomla which is based in the UK.


Record Retentions

Membership records will be retained for the duration a person’s membership plus two years thereafter.  After this period of time the records will be deleted from the Association’s data base except to the extent that they need to be kept for statutory or regulatory purposes.


Who can access your personal information?

Your information is held on databases used only by the Membership Secretary and the Treasurer.  Access will be given to this information on request to any Executive Committee Member for any purpose related to the Objects of GERA or for its administration.

GERA will not disclose any of your personally identifiable information, except when we have your permission to do so, or under special circumstances, such as when we believe in good faith that the law requires it.  GERA may share individual information with our agents for mail/email distribution or email/address validation purposes and such agents will be bound not to further transmit this information or use it in any other way.  For example, we use MailChimp to send most of our emails, and as such we transfer lists of email addresses to its system.



  • By joining GERA, all members agree to their photographs being used in articles published in the Members Only section of GERA’s web site and in the quarterly Newsletter.
  • If any photos are to be published in the public section of GERA’s web site, specific consent will be sought from each individual member concerned either when the photo is taken or subsequently.
  • Subject to the following point, all photographs will be deleted from GERA’s records at end of the financial year in which the second anniversary of the photo having been taken occurs.
  • Photographs of Executive Committee members are used on the web site while they remain in office and will be kept for a further two years after their Committee membership ceases.


Links to other websites

GERA’s website may contain links to other websites of interest.  However, once you have used these links to leave GERA’s site, you should note that we do not have any control over those other websites.  Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.  You should exercise caution and look at the privacy statement applicable to the website in question.


Controlling your personal information

If you have previously agreed to us using your personal information, you may change your mind at any time by emailing us at This email address is being protected from spambots. You need JavaScript enabled to view it. or writing to 47 Glebe Street, London, W4 2BE.

You may request details of personal information which we hold about you under the Data Protection Act 1998 and the GDPR.  If you would like a copy of the information held on you, please email the GERA Membership Secretary at This email address is being protected from spambots. You need JavaScript enabled to view it. or write to GERA Membership Secretary at 47 Glebe Street, London, W4 2BE.

It is your responsibility to notify us of any changes in the information you have provided to GERA.  If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address.  We will promptly correct any information found to be incorrect.

You may choose to be contacted using the information we hold by email address or by hard copy.

We may use any telephone number you have chosen to provide to contact you in event of an emergency or for personal and/or individual communications.