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Privacy Policy

London Tenants Federation
Charity Number: 1200038
Company Limited by Guarantee (England and Wales): 08155382
Registered Address: Ampthill Square Tenants Hall Office, Barnby Street, London, NW1 2RS
Email: info@londontenants.org
Telephone: 07483 319394

London Tenants Federation (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

London Tenants Federation is the data controller responsible for your personal data.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity and Contact Information

  • Name

  • Email address

  • Telephone number

  • Postal address

Membership and Organisational Information

  • Organisation name (for tenant and resident associations or leaseholders)

  • Role within organisation (e.g. Chair, Secretary, Treasurer)

Housing and Estate Information (Optional)

  • Estate size (number of flats)

  • Building type

  • Building structure

  • Whether the estate is undergoing regeneration

  • Housing and environmental concerns, including (where selected):

    • Repairs

    • Mould

    • Major works

    • Rent

    • Service charges

    • Fire safety

    • Heating and hot water

    • Fuel poverty

    • Overcrowding

    • Drugs and anti-social behaviour

    • Play areas for children

    • Youth clubs for teenagers

Technical Information

  • IP address

  • Browser type and version

  • Basic usage data for website functionality and security

3. How We Collect Your Data

We collect data when you:

  • Submit an enquiry via our contact form

  • Sign up to our newsletter

  • Apply for membership (as an individual tenant, tenant and resident association, or leaseholder)

  • Communicate with us by email or phone

4. How We Use Your Data

We use your personal data for the following purposes:

  • To respond to enquiries

  • To administer and manage memberships

  • To communicate with members and supporters

  • To send newsletters and campaign updates (where you have opted in)

  • For organisational administration and governance

  • To improve our website and services

  • To produce anonymised statistical reporting for funders and internal planning

5. Lawful Bases for Processing

We process your personal data under the following lawful bases:

  • Consent – where you opt in to receive newsletters or provide optional information

  • Legitimate Interests – for membership administration, communications, advocacy work and organisational management

  • Legal Obligation – where required for charity governance, financial reporting, and regulatory compliance

You may withdraw your consent at any time by contacting us or using the unsubscribe links in our emails.

6. Marketing Communications

We only send marketing or newsletter emails to individuals who have explicitly opted in. You can unsubscribe at any time by clicking the link in any email or by contacting us at info@londontenants.org.

7. Data Sharing

We do not sell or rent your personal data. We may share your data with trusted service providers, including:

  • Mailchimp – for email communications and newsletter distribution

All third-party processors are required to process your data securely and in accordance with UK GDPR. Where data is transferred outside the UK (e.g. Mailchimp servers), appropriate safeguards such as Standard Contractual Clauses are in place.

8. Data Storage and Security

Your data is stored on secure, UK-based hosting systems and protected by appropriate technical and organisational security measures to prevent unauthorised access, loss or misuse.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Membership data is reviewed periodically and securely deleted when no longer required.

10. Your Rights

Under data protection law, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure of your data

  • Restrict processing

  • Object to processing

  • Request data portability

  • Withdraw consent at any time

To exercise your rights, contact: info@londontenants.org

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk

11. Children’s Data

Our services are not directed at children under 16. We do not knowingly collect personal data from children without parental consent.

12. Cookies

Our website uses essential cookies required for basic functionality and security. We do not currently use advertising or behavioural tracking cookies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be published on our website.

14. Contact Us

For any questions about this Privacy Policy or how we handle your data, please contact:

London Tenants Federation
Ampthill Square Tenants Hall Office
Barnby Street
London, NW1 2RS
Email: info@londontenants.org
Phone: 07483 319394