Resident access requests are currently closed. The resident-access arrangements below describe how the service will work when it opens.
Sydenham Hill Estate Tenants and Residents Association is responsible for your personal information (the data controller).
Resident access
The access form asks for your email address, flat or house number, building or street, and whether you are a tenant or leaseholder. We will use these details to review and manage resident access, and your email to send sign-in codes. You can read the public pages without an account. We will not use your email for marketing, sell it, or publish it.
The access system also keeps your approval status, relevant dates, and security records needed to manage sign-ins and prevent abuse. We do not ask for identity documents. Only authorised access administrators can see your account details, including whether you are a tenant or leaseholder. Other residents cannot see them. All approved residents have the same access to financial information. Access decisions are made by a person.
Our proposed legal basis is legitimate interests: providing residents with secure access and protecting the website. This will be confirmed before access opens.
Contacting us
Use our contact form for enquiries or requests about your personal information. The form shows whether email delivery is available.
When you submit the form, it sends your email address and message to the Association’s website administrator through Cloudflare. We will use them to reply and handle your request. Messages are not stored in the website database, but are held in the receiving mailbox and processed by email providers. The receiving mailbox is provided by Google Gmail; see Google’s privacy policy. We intend to keep correspondence only while needed to respond, resolve the matter, or meet legal obligations.
Cookies and analytics
Sign-in uses essential cookies: one lasts up to 10 minutes, and another keeps you signed in for up to 30 days. Signing out clears them. The events display also stores a temporary refresh timestamp and your automatic-update pause preference in your browser tab. These prevent repeated refreshes and remember your choice; they are not used to track you.
Only Cloudflare analytics is planned. Cloudflare Web Analytics measures visits and page performance without analytics cookies or browser fingerprinting. Analytics is currently disabled. We do not use advertising trackers.
Who handles information
Authorised website administrators will manage access records. Cloudflare will provide hosting and storage, and will process technical information, such as IP addresses, to deliver and protect the site. This is separate from Web Analytics. Cloudflare may process data outside the UK; see its privacy policy.
The provider for sign-in emails has not been chosen. We will name it here, with the relevant international transfer safeguards, before sending real emails.
Keeping and deleting information
We intend to keep access records only while needed to review requests, provide access, or handle security issues. The deletion timetable for pending, closed, and inactive accounts is to be confirmed before resident access opens. Expiring a sign-in cookie does not delete your account.
Your choices
You can ask to see, correct, or delete your personal information, or restrict its use, where these rights apply. You can also object to use based on legitimate interests. Use the contact form to make a request. You can complain to the Information Commissioner’s Office.