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 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 do not use your email for marketing, sell it, or publish it.
The access system also keeps your approval status, access permissions, 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. Charges are available to approved leaseholders, councillors, and site admins. Issues remain available to all approved residents. Access decisions are made by a person.
We rely on legitimate interests to review resident access requests, provide secure sign-in, and protect the website.
Residents-only Issues
Approved residents can submit shared issues and updates for an admin to review. We store the proposed title, text, issue type, shared area, submission and review dates, and a private link to the submitting account. We use these records to review contributions and prevent abuse. We rely on legitimate interests in maintaining a useful, safe residents-only register.
Only approved, signed-in admins can read the submission queue, personal case and member-enquiry references, and the raw reference table. Ordinary verified repair job numbers may appear in reviewed prose for approved residents. Admins can also read pending registration details to approve or reject resident access. Other residents see only reviewed, published summaries and updates, with no submitter identity or resident profile. Council closure does not mean an issue is resolved. Please do not submit names, flat or house numbers, identifying allegations, attachments, passwords, or session credentials. We withhold ASB summaries when they cannot be safely anonymised.
We delete accepted and rejected submissions after 30 days through regular retention checks. We review submissions still pending after 90 days, and resolved issues after 12 months. Exact council references are reviewed alongside their issue and removed when no longer needed for follow-up. Safely anonymised published records may remain as estate history. You can ask us to correct or remove information using the contact details below. Submitting an issue does not contact Southwark or provide an emergency response.
Contacting us
Email help@sydenhamhillestate.org for enquiries or requests about your personal information. You can also use our contact form when email delivery is available.
When you email us or submit the form, Cloudflare sends your email address and message to the Association’s website administrator. 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 manage access records. Cloudflare provides hosting and storage, and processes 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.
Cloudflare also sends email verification messages and sign-in codes. When you request access, we register your email as a destination address in our Cloudflare account and store its reference in your access record. Cloudflare keeps the address and whether you have verified it. Email verification does not approve resident access. Your email provider also processes these messages. Cloudflare’s data protection terms provide safeguards for international transfers, including standard contractual clauses and the UK Extension to the EU–US Data Privacy Framework where applicable.
Keeping and deleting information
We keep pending requests while we review them and resolve any follow-up. We keep approved accounts while access is needed. When a request or account closes, we delete its details once any outstanding access query or security issue has been resolved, unless a legal obligation requires us to keep them. We review retained records regularly.
Signing out does not delete your account. Deletion covers the website record and the Cloudflare email destination where it is no longer needed by another service.
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. Email help@sydenhamhillestate.org to make a request. You can complain to the Information Commissioner’s Office.