Privacy Policy

Who we are

Knighton Neighbourhood Forum is an unincorporated voluntary organisation that operates in the Knighton area of Leicester.  Our website address is: http://knightonforum.org.uk.  We are a membership organisation, and encourage people who are interested in our work to join as members, but we also communicate with other contacts who have attended one of our events or meetings and signed up to receive our newsletters, or who have simply asked to receive our newsletters.  Our objective is to produce a Neighbourhood Plan for Knighton under the terms of the Localism Act 2011.  We are the Designated Forum for the Knighton Designated Area.  In order to produce the Neighbourhood Plan, we need to demonstrate to planning authorities that we have a membership that lives in the area, that we are engaging with people in the area and that we are giving people opportunities to take part in our activities.  We use the data of our members and contacts primarily to achieve this public task, and this is the lawful basis for our processing of personal data.

What personal data we collect and why we collect it

We believe that we are holding the minimum data necessary to administer Knighton Neighbourhood Forum, to communicate with members and contacts and to demonstrate that we are operating effectively as a Neighbourhood Forum.  As a small voluntary organisation, people have either joined Knighton Neighbourhood Forum or asked us to send our newsletter.  We believe that our lawful basis for processing people’s names, addresses, contact details and attendance at meetings is ‘public task’.  The secondary basis is ‘consent’: we do not add people to our newsletter mailing list unless they have asked us to do so, or have joined Knighton Neighbourhood Forum as members.

Members and Contacts

We hold information about our members and contacts.  In both cases we hold a name (or joint names in the case of households) and some combination of email address, postal address and telephone number.  What we hold depends on what the individual(s) provided when they signed up.  For members we also keep track of  when the member(s) joined.  We also record who attends our meetings by asking people to sign in at the start of meetings.

We use this data to enable us to send our newsletters to members and contacts in order to keep them informed of our activities and other relevant local activities to do with planning in and around Knighton.  We send an email newsletter to all those who have provided us with an email address, and a printed newsletter to those who do not have an email address or have not provided it to us.  We may also use the email address or postal address to send administrative communications, such as details of changes to our policies or information required by law or as part of the formal process of developing a Neighbourhood Plan.  The communications that we send will mostly be those that someone would expect to get from a membership organisation, society or club.  We use data about atttendance at meetings to be able to show that the process of developing the Neighbourhood Plan has been participative.

Contact forms

We have two forms on this website that collect the names, email and addresses of people who want to get involved or send us a message, they can choose whether they wish to be added to our mailing list.  By submitting the form and checking the relevant opt-in, they agree to be sent newsletters by email.

Website Registration

We do not provide for members, contacts or members of the public to register on this website.  The only users are administrative users and editors who manage content on the site or visitors who choose to leave comments, but who are not registered on the site.

Website Comments

When visitors leave comments on the website 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.  This is done by the WordPress software that operates the website and the WordFence security software that we use on the website to protect it from malware and other attacks.  Comments are moderated to prevent spam comments appearing on the website.

Website 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.

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 have an account and you log in to this site, 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.

However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website provide by Pinsent Masons LLP, a law firm, which offers guidance for all modern browsers.

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 tracing your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We will not share your data with other organisations or disclose it to other organisations, except where we are required to disclose our membership list to Leicester City Council, other planning authorities or government departments in order to meet the requirements of the Localism Act 2011 and associated regulations, or for the purpose of obtaining formal corporate status as a company or charity.

We do not share your data with anyone else.  We do not use Google Analytics or other tools on our website, and access to the website is anonymous unless you choose to leave a comment.

Knighton Neighbourhood Forum has a Facebook page.  We do not share any data with Facebook or use data from Facebook.  If you like or comment on something on Facebook or add content to that Facebook page, you do so under the terms of your agreement with Facebook.

Knighton Neighbourhood Forum has a Twitter Account.  We do not share any data with Twitter or use data from Twitter.  If you tweet, direct message, follow or are followed by that account, you do so under the terms of your agreement with Twitter.

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.  We may remove comments after a period of time or when the articles to which they apply have been removed.  Our intention is to keep comments until the completion of the Neighbourhood Plan in order to demonstrate that people have participated through the website.

For users that register on our website (editors and administrators only), we also store the personal information they provide in their user profile. All registered 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.  If a registered user  no longer requires access to the site to edit content or administer the site, their data will be deleted and content they have edited will be transferred to a generic user id.

For members and contacts, we retain your data for communication purposes until you ask to unsubscribe from all communications.  It is not possible to be a member and for us not to hold some data about you.

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.

If you are a member or contact, you can request to receive an exported file of the data that we hold about you in our spreadsheet and in the online mailing system.

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.  If you ask for your data to be deleted, we will ask first if you are prepared to let us keep it until completion of the Neighbourhood Plan in order to be able to demonstrate local participation in the process.  If you insist, we will keep a record of the fact that an anonymous individual attended certain meetings.

Where we send your data

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

Contact information

If you wish to contact us you can do so by emailing info@knightonforum.org.uk or by writing to the Secretary of Knighton Neighbourhood Forum, c/o 38 Highgate Drive, Leicester LE2 6HH.

Additional information

How we protect your data

The data we hold about  members and contacts is held in a password-protected spreadsheet on a computer that requires a password to log in.  We also hold names and email addresses in an online mailing system that is used to send email newsletters.  We have been using MailChimp and are moving (at the time of writing of this policy) to SendInBlue, a service that is owned and operated within the European Union.

What data breach procedures we have in place

In the event of personal data held by Knighton Neighbourhood Forum being accidentally lost or destroyed, corrupted or disclosed, or if someone accesses data or passes it on without proper authorisation, or if data is made unavailable, for example, when it has been encrypted by ransomware, the Committee will take steps to address the security breach. In the event of a risk to people’s rights and freedoms the Committee will notify the ICO.

What third parties we receive data from

We do not receive data from third parties.

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

We do not do any automated decision making or profiling with the data we hold.  We do not use the data as the basis of sending marketing communications whether targeted or untargeted.