Last updated: September 2026
For data protection purposes, the Clifton Village Residents’ Association is responsible for deciding how personal information connected with this website is used.
If you have a question about this Privacy Policy or how we handle personal information, please contact us at webmaster@clifton-village.org.uk.
We only collect personal information where we have a reason to do so in connection with running the website and the activities described in this Privacy Policy.
Website correspondence: when you contact us about the website, we may receive your name, email address and, if you choose to provide it, your telephone number. We use this information to respond to your enquiry, deal with website matters and, where appropriate, provide or review content for publication on the website.
Advertising and local business directory: when a local business contacts us about advertising or a directory listing, we may collect contact and business information needed to administer the arrangement.
Surveys and feedback: we may receive information submitted through occasional online surveys and feedback forms, as described below.
Website analytics: we collect limited statistical information about use of the website, as described below.
We use information provided to us by email or through website contact arrangements to deal with the matter raised. Our lawful basis for ordinary website-related correspondence is our legitimate interest in operating, maintaining and improving the website and communicating with people who contact us about it.
We do not use ordinary website correspondence to create a general mailing list or for unrelated marketing.
Website correspondence is retained only for as long as reasonably necessary to deal with the matter and any resulting administrative requirements.
We offer advertising and local business directory listings on the website. We may collect the name, email address, telephone number and other information needed to administer an advertising arrangement and publish or maintain a listing.
Advertiser information is used for administering the advertising arrangement, communicating with the advertiser, preparing the advert and managing the associated website listing.
Our advertising process is deliberately simple. We work with an advertiser on the advert until they are happy with it. We then ask them by email for Approval to Publish and include a PDF invoice in that email. The advertiser pays CVRA’s bank account directly. The Treasurer confirms payment to the webmaster, after which the advert is published.
We do not use a separate invoicing service for this process. Advertiser information is retained only for as long as reasonably necessary for the advertising arrangement, related administration and any applicable financial, accounting or audit requirements.
Where an advertiser confirms approval of a final advertisement by email, we may retain a PDF copy of that approval as a record of the agreed publication content.
An advertising arrangement normally covers one calendar year (April to March). Where an advertiser continues the arrangement, the information has an ongoing administrative purpose. Where an arrangement ends, information will be retained only for as long as reasonably necessary for administration and any applicable financial, accounting or audit requirements.
From time to time we may use online surveys to ask about matters such as attendance, topics of interest, events or possible future activities and website content.
The survey itself does not normally ask for your name, email address or other personal information. We use the responses to understand levels of interest, help plan events and activities, and inform future website content.
Survey submissions are made using Formspree. Formspree may store submitted information and may automatically collect technical information such as an IP address, browser information and referrer information.
Although we do not ask survey respondents to identify themselves, we therefore do not describe these submissions as completely anonymous at a technical level. We will not use survey information to identify respondents or combine it with other information for the purpose of identifying them.
Survey information is retained only for as long as reasonably necessary for the purpose for which the survey was carried out and any resulting administration. For example, a survey relating to a particular event may normally be deleted once the event and associated planning have been completed, while a suggestion about a possible village activity may be retained for longer where it remains useful to understand the history of the suggestion and any response to it.
Some surveys or feedback forms may provide an optional free-text box in which you can ask a question, leave a comment or provide your name or email address.
If you choose to provide contact details, they will be used only to deal with or respond to the particular matter you have raised. They will not be added to a general mailing list or used for marketing without a separate lawful basis and, where required, your consent.
Optional comments and contact details submitted through these forms are processed by Formspree and forwarded to response@clifton-village.org.uk.
Please do not submit sensitive personal information, or personal information about another person, unless it is necessary for the matter you are raising.
We offer an optional email-updates service for people who would like occasional news, events and useful local information from around Clifton Village.
If you sign up, we collect your first name and email address. We use these details only to administer the email-updates service and send the updates you have asked to receive.
The sign-up form uses an unticked consent box and a double opt-in confirmation. You must confirm your email address before you are added to the mailing list. Every email includes an easy unsubscribe facility, and you can stop receiving the updates at any time.
We use EmailOctopus to manage the mailing list and send the emails. EmailOctopus acts as a data processor for CVRA for this purpose.
We do not use the email service to build individual profiles of subscribers. Open and click tracking are switched off for CVRA’s email updates.
The email service requires a postal address to appear in the footer of outgoing emails. CVRA has nominated a committee officer’s address for this purpose. The address is held by EmailOctopus as part of the CVRA account and is not part of the information collected from people who sign up for email updates.
Email-update subscriber information is kept while you remain subscribed. If you unsubscribe, your address will no longer be used to send updates. Information may be retained for as long as reasonably necessary to maintain a record of your unsubscribe or consent status.
We use Umami Analytics to collect limited statistical information about use of the website. This helps us understand things such as which pages are visited, how people arrive at the website and the types of browsers and devices used.
Our lawful basis for this limited analytics processing is our legitimate interest in understanding and improving the website.
Umami is configured to provide privacy-friendly statistical information about use of the website. We do not use the analytics information to identify individual visitors, build profiles of visitors, or track people across different websites.
We do not use Umami’s features for individual user identification, user IDs, Goals, Funnels, Retention or Cohorts, Session Replay, Heatmaps or Custom Events. The Journeys view is used only as a graphical way of understanding navigation between pages and is not used to identify or profile individual visitors.
Analytics information will be retained only for as long as reasonably necessary for the statistical purposes described above.
You can opt out of website analytics at any time. The website remains fully usable if you opt out.
Your choice is stored in your browser using local browser storage. It is not stored as a cookie.
If you opt out, the website will not use Umami to record your subsequent visits from that browser.
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If you clear your browser’s stored site data, your analytics choice may also be cleared and you may need to make your choice again.
We use a small number of service providers to operate the website and associated services. Where a provider processes personal information on our behalf, we take appropriate steps to ensure that the information is handled in accordance with applicable data protection requirements.
Our website hosting and domain services are provided by 123 Reg. Information may be processed by 123 Reg as necessary to provide those services.
You can read the 123 Reg Privacy Policy and 123 Reg Data Processing Addendum.
We use Formspree to receive submissions from our online survey and feedback forms. Formspree processes information submitted through those forms and may process associated technical information.
Further information is available in the Formspree Privacy Policy.
We use EmailOctopus to manage the Clifton Village email-updates mailing list and send email updates to people who have chosen to receive them. EmailOctopus processes subscriber information on our behalf for this purpose.
Further information is available in the EmailOctopus Privacy Policy.
We use Umami Cloud to provide website analytics. Umami processes the statistical information collected by the analytics service on our behalf for this purpose.
Further information is available in the Umami documentation and Umami Privacy Policy.
Some of the service providers we use may process personal information outside the United Kingdom. Where this happens, we take reasonable steps to ensure that appropriate data protection safeguards are in place, in accordance with applicable UK data protection law.
This may include processing in countries covered by UK adequacy regulations or, where appropriate, the use of contractual safeguards for international transfers.
Further information about particular service providers and their privacy arrangements is available through the links provided in this Privacy Policy.
We take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure. Access to website correspondence and associated information is limited to those who need it for the relevant Association or website activity.
Depending on the circumstances, UK data protection law gives you rights concerning your personal information, including the right to:
To exercise a right or ask a question about how we use your information, please contact webmaster@clifton-village.org.uk.
If you have a concern about the way we have handled your personal information, please contact us first so that we can try to resolve it.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.
Make a complaint to the ICO.
We may update this Privacy Policy from time to time to reflect changes to the website, the services we use or the way we handle personal information. The date at the top of this page shows when it was last updated.