Who we are
This site is run for the residents of Gun Hill Park by the residents’ representatives, who are volunteers. The site itself is looked after by a resident. If you have a question about your details, contact the representatives at [email protected].
What we hold, and why
- If you have an account: your name, your email address and your home. We use them to sign you in, and to email you sign-in links and a notice each time you sign in.
- If you’re on the representatives’ list of residents: your name, your home and, only if you give them, your phone number, email address, how you prefer to be contacted, and short practical notes (such as “prefers text”). The representatives use these to keep residents informed about the estate and to contact you about things that affect your home.
- What you’ve agreed to: the topics you’ve chosen to hear about (for example newsletters or voting notices), and when and how you agreed.
- What you follow: the actions and issues you’ve pressed Follow on, so we can email you when they change. Stop following any of them from the email or under My details.
- The managing agent’s staff who have accounts: their names and work email addresses, to sign them in, and their sign-in records for 90 days. Summaries of what changed are emailed to them: item titles (which can mention a home), status changes and how many new notes, never note text.
- Sign-in records: when you signed in and from which internet address, kept for 90 days, to protect your account.
- Photos you add to the gardening pages are public. Location data is removed from every photo when it’s uploaded.
We only hold your details because you agreed. You can change your mind at any time: see “Your choices” below.
Who can see your details
- You can see and change your own details under My details.
- The representatives can see the list of residents. Nobody else can, and other residents can’t see your details, not even people in your own home.
- Rosetree, the estate’s managing agent: named members of its staff can see the issues and actions the representatives track about the estate, including which home an issue is at, and the notes and files the representatives choose to share with them. They never see the representatives’ list of residents or residents’ contact details. What they write is seen by the representatives, who may share it with residents. We do this in the estate’s legitimate interests: getting repairs and the estate’s management done.
- The representatives’ names, blocks and phone numbers are shown to signed-in residents so you can reach them. A representative can ask for theirs to be removed at any time.
- We never sell or share your details with anyone else, and we don’t use advertising or tracking of any kind.
Where your details are kept
- On a private server in the UK, at a resident’s home, with backups at the same place and an encrypted copy in a data centre in Ireland run by Amazon Web Services.
- Emails from the site are sent by Resend, which sees the address and the message only to deliver them.
- The site is reached through Cloudflare, which protects it from attacks and sees visitors’ internet addresses.
- what3words turns the locations of street lights and estate problems into three-word addresses. It’s only ever sent a location, nothing about you.
How long we keep them
- Your account and your entry on the list: until you delete them, ask us to, or move away.
- Sign-in records: 90 days. Records of changes (who changed what and when, without the details themselves): 2 years.
- Backups: something deleted from the site can stay in backups for a while before it’s gone for good.
Your choices
- See or change your details: My details when signed in, or ask the representatives.
- Stop emails: use “Stop these emails” at the bottom of any email, or change your choices under My details.
- Delete everything: “Delete my details” removes your entry and your account straight away. Or ask the representatives to do it.
- Complain: if you’re unhappy with how we’ve handled your details, tell the representatives first. You can also complain to the Information Commissioner’s Office: ico.org.uk, 0303 123 1113.
Cookies
We use only the cookies needed to keep you signed in and to protect forms from misuse. No analytics or advertising cookies.
Last updated: 31 October 2026