Privacy Policy
Hookwood Residents Association
Last updated: August 2026
The Hookwood Residents Association (HRA) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we may collect when you visit hookwoodhra.org, contact us or interact with the Hookwood Residents Association, how we use that information and your rights in relation to it.
Who We Are
The Hookwood Residents Association is a volunteer-led residents' association serving the Hookwood community.
For the purposes of UK data protection law, the Hookwood Residents Association is responsible for the personal information it collects and uses.
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at:
Information We May Collect
When you contact us through our website, by email or in connection with HRA activities, we may collect information such as:
Your name
Your email address
Any other contact details you choose to provide
The information contained within your message or enquiry
Information you voluntarily provide when expressing an interest in volunteering, attending an event or becoming involved with the HRA
You do not need to provide personal information simply to browse our website.
Our website and hosting provider may also process limited technical information when you visit the website, such as your IP address, browser or device information and information required for the operation and security of the website.
How We Use Your Information
We may use the information you provide to:
Respond to your enquiries
Communicate with you about HRA or community matters
Provide information about community events and activities
Respond to offers of help or volunteering
Manage the activities and administration of the Association
Keep appropriate records where necessary
Meet our legal or regulatory obligations
We will only use personal information where we have an appropriate reason for doing so under UK data protection law.
We will not sell your personal information or provide it to third parties for unrelated marketing purposes.
Contact Form and Email
f you contact us using the contact form on our website, we will collect the name, email address and message that you provide. Form submissions are stored within our Hostinger website account and a notification of the submission is sent to the HRA at info@hookwoodra.org.
We use this information to respond to your enquiry and deal with the matter you have raised. Access to form submissions is limited to those who need it for HRA purposes.
We will only retain contact form submissions for as long as reasonably necessary to deal with the enquiry and for appropriate HRA administrative purposes.
If you contact the HRA directly by email, your email and any information contained within it may also be retained for as long as reasonably necessary to deal with your enquiry and for appropriate HRA administration.
HRA Mailing List
You can choose to subscribe to the Hookwood Residents Association mailing list to receive occasional emails containing community news, information about upcoming events and other HRA updates.
When you subscribe, we may collect your name and email address. We will use this information for the purpose of sending you the communications you have requested.
We rely on your consent to send these communications. You can withdraw your consent and unsubscribe at any time by using the unsubscribe option provided in our emails or by contacting us at info@hookwoodra.org.
Your mailing list information may be processed using the email and website services we use to manage and send HRA communications.
We will retain your details for as long as you remain subscribed to the mailing list. If you unsubscribe, we will stop using your details to send you HRA marketing or newsletter communications, subject to retaining any limited information that may be necessary to record your preference.Sharing Your Information
Personal information will normally only be available to HRA committee members who need access to it for Association purposes.
We may use trusted service providers to help operate our website, email and other HRA services. These providers may process limited personal information on our behalf where necessary to provide those services.
We may also disclose information where we are required or permitted to do so by law.
We will not otherwise share your personal information with another organisation without an appropriate reason or your permission.
Website Hosting
Our website is hosted using Hostinger.
When you visit our website, certain technical information may be processed by our website hosting provider in order to operate, maintain and secure the website. This may include information such as your IP address and browser or device information.
Cookies
Our website may use cookies and similar technologies that are necessary for the website to function correctly.
Where non-essential cookies or technologies are used, visitors will be provided with appropriate information and choices where required.
You can also control or delete cookies through your browser settings.
Links to Other Websites
Our website contains links to external websites, including Facebook and websites belonging to local authorities and other organisations.
Once you follow a link to another website, that organisation is responsible for how it collects and uses your personal information.
We encourage you to read the privacy information provided by any external website you visit.
How Long We Keep Your Information
We will only keep personal information for as long as it is reasonably required for the purpose for which it was collected or where we need to retain it for legal, administrative or record-keeping purposes.
Information that is no longer required will be deleted or securely disposed of where appropriate.
Keeping Your Information Secure
We take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure.
However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
Your Rights
Under UK data protection law, you may have rights in relation to the personal information we hold about you. These can include the right to:
Be informed about how your information is used
Ask for access to your personal information
Ask us to correct inaccurate information
Ask us to delete your personal information in certain circumstances
Ask us to restrict the way we use your information in certain circumstances
Object to certain uses of your personal information
Request the transfer of certain information where applicable
Not all of these rights apply in every circumstance.
If you would like to exercise any of your rights or have a question about information held by the HRA, please contact:
You also have the right to raise a concern with the Information Commissioner's Office (ICO) if you are unhappy with the way your personal information has been handled.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our website, activities or legal requirements.
The latest version will be made available on this website.
Hookwood Residents Association
Email: info@hookwoodra.org
Website: hookwoodhra.org