Privacy & Cookie Policy

Privacy Policy


This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and organisation, Westmill Community Association. Furthermore, the way these processes, stores and protects user data and information will also be detailed within this policy.

Personal information

Whilst using our website, software applications or services, you may be asked to provide personal information (name, address, email, account details, etc.).

We will use this information to administer our website, applications, client databases and marketing material.

We will ensure that all personal information supplied is held securely in accordance with the EU’s General Data Protection Regulation (GDPR) 2018.

Further, by providing telephone and email details, you consent to Westmill Community Association contacting you using that method.

You have the right at any time to request a copy of the personal information we hold on you.

Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at [email protected] or to see more information on Subject Access Requests (SAR’s)

Information collection and use

How do we collect information?

Westmill Community Association collects information in three possible ways:

  • When you directly give it to us (“Directly Provided Data”)

When you sign up for our e-bulletin or one of our mailing lists, sign up for membership, use one of our services or communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms.  All this information requires specific informed consent via opt-in.

  • When you provide us with information for processing in conjunction with legal obligation or contract.

There are circumstances in which you may provide us with personal data to fulfil a legal obligation or contract, for example the processing and submission of a Disclosure and Barring Check (DBS), in which we would have to collect and verify the information, before sending the form off for processing by the Disclosure and Barring Service.

  • When you give us permission to obtain from other accounts (“User Authorised Data”)

Depending on your settings or the privacy policies for other online services such as web browsers, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.

How long do we keep your data for?

Westmill Community Association will not retain your personal information longer than necessary.

We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the services to you, or (in the case of any contact you may have with one of our staff members) for as long as is necessary to provide support related to your enquiry or requested service.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account, or it is no longer needed to provide the services to you.

Hiring forms / Agreements / Memberships

Westmill Community Association will not sell or rent your personally identifiable information, gathered as a result of filling out the forms, to anyone.

Personal Data will ONLY be provided to a partner organisation with your express, specific permission, for legal or contractual purposes only

(i.e. Personal Data put in a DBS application, when the application is sent to the Disclosure and Barring Service for processing).

Choosing how we use your data

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

  • You can verify the details you have submitted to Westmill Community Association by contacting our Information and Communications Officer @ [email protected].
  • Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
  • You can also contact us by the same method to change, correct, or delete your personal information controlled by Westmill Community Association regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
  • You are also free to close your membership with us through our Information and Communications Officer. If you do so, your membership will be deactivated. However, we may retain archived copies of your information should we be required by law or for legitimate business purposes (including to help address fraud and spam).
  • You can always feel free to update us on your details at any point by contacting our Information and Communications Officer, with the updated piece of information and what it is replacing

(E.g. Hi, my name is XXXXX, I’m registered on your E-bulletin, my new email is __________, it was previously

_____________, can you please update my details.)


  • You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any emails from us.
  • If you are subscribed to more than one of our mailings lists,and wish to remove your details from all of them, please email us directly and request the removal of your details from all our mailing lists.

Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.

The website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy. If permission has been given to use photos and you wish for these to be removed please contact the officer @[email protected] and these will be removed.


About this Policy (Cookies)

This Policy explains what cookies are and how we use them.  It includes details of the types of Cookies we set, the information we collect when using them and how that information is used.

You can learn more about who we are, how you can contact us and how we process personal data in our Privacy Policy above.

What are cookies?

Cookies are small text files which are stored on your browser when you visit a website.  They can often serve crucial functions and help us to keep our website secure and to function properly which helps us to provide you with a better experience.  They can also help us to analyse how the website performs, what works and where we can make improvements.

How we use Cookies?

We use both Strictly Necessary and Analytics cookies.  These are used to understand how the website performs, how you interact with it, and helps us to provide you with a better, faster and improved experience.

Social Media and External Links – where you access us via external links or social media platforms, we also have no control over those websites and the cookies they set, so please bear in mind that you should set your preferences in line with their own policies and cookie controls separately.

How to Manage Cookies – When you visit our site you will be asked if you want to accept cookies.  You can continue to use the site without accepting these and any non-necessary cookies will not load onto your browser.

No matter what cookie control is in place, or if you simply change your mind you can also adjust your own browser to delete or block cookies from any site you visit.  To learn more about how to manage your browser cookie settings please see

What cookies do we set?

Necessary Cookies

We use necessary functional cookies which are needed for security and for the website to function.  They do not collect your personal data.  These are automatically enabled when you visit the site, however you can still remove these cookies via your browser, however disabling these will affect the functionality of the site.

Analytics Cookies

We use Analytics cookies to help us to understand how the number of visitors to our website and how they interact with it, for example which pages are visited and for how long.  These help us to continually improve our website and services.  The data is reported anonymously without any personal data included.

Below is a list of the cookies set by our website:

Necessary Cookies        
tk_ai Anonymised User ID Persistent First 1 Hour
__stripe_mid & __stripe_sid Fraud Prevention – Stripe Payment Gateway Persistent First 1 Year
Analytics Cookies        
_gat_gtag_UA_ This cookie is used by Google Analytics to throttle the request rate to limit the collection of data on high traffic sites. Persistent First 1 Hour
_gid This cookie is used by Google Analytics to used to store information of how visitors use a website and helps in creating an analytics report of how the website is doing. The data collected including the number visitors, the source where they have come from, and the pages visited. Persistent First 1 Day
_ga This cookie is used by Google Analytics and is used to calculate visitor, session, campaign data and keep track of site usage for the site’s analytics report. The cookies store information anonymously and assigns a randomly generated number to identify unique visitors. Persistent First 2 Years


Use of cookies can change over time or when a new service or function is added to our website.  To ensure that this policy remains up to date, we regularly carry out ‘cookie audits’ and update our list of cookies accordingly.

This policy was last updated on 27th June, 2023.