Privacy Policy and Privacy Notice
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Jewellery Quarter Neighbourhood Forum (unincorporated volunteer group)

Last updated: 9 February 2026

This Privacy Policy explains how we collect, use, store and share personal data when you engage with the Forum via our website, email, events and community activity.

Website: jqneighbourhood.com

Contact: hello@jqneighbourhood.com

1) Who controls your data

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We are the “data controller” for personal data we collect and use. Because we are not incorporated, the Forum acts through its elected officers / steering group (committee), who oversee how personal data is handled.

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2) What data we collect

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We may collect:

• Contact details: name, email address, phone number (if you provide it), and any preferences you choose to share.
• Messages and enquiries: the content of emails and website form submissions.
• Newsletter / updates sign-ups: email address and subscription status (and any topic preferences, if used).
• Event/meeting info: attendance lists and feedback (and any access requirements you choose to tell us).
• Community engagement / consultation submissions: information you provide to us as part of neighbourhood planning or other local engagement.

Please avoid sending sensitive personal data (e.g., health information) unless it’s genuinely necessary for what you’re asking us to do.

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3) How we use your data

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We use personal data to:

• Reply to enquiries and keep in touch with residents, stakeholders and partners.
• Run community engagement and communicate Forum updates.
• Organise meetings and events.
• Coordinate volunteering and committee communications.
• Maintain basic records of our work and community engagement.
• Operate and secure the website and understand (in aggregate) how it’s used.
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4) Lawful bases (UK GDPR)

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We process personal data under one or more lawful bases, most commonly:

• Legitimate interests: running the Forum and engaging the community (balanced against your rights and expectations).
• Consent: for optional communications like newsletters, and for non-essential cookies (e.g., analytics).
• Legal obligation: where a specific legal requirement applies.

The UK regulator explains lawful bases and how organisations should choose them.  

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5) Email updates and newsletters

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If you subscribe to updates, you can unsubscribe at any time via the link in the email (if provided) or by emailing hello@jqneighbourhood.com.

We don’t sell lists or allow other organisations to market to you using our subscriber list.

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6) Website hosting, forms and analytics

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Our website is built and hosted on Webflow. If you submit a form on the website, the information you enter will be processed via Webflow and/or our email service so we can respond.

We will also use Google Analytics to understand how visitors use the site (for example, which pages are most visited). This helps us improve content and navigation.

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7) Cookies and similar technologies

UK cookie rules sit under PECR, and (where data is personal data) the UK GDPR also applies.  

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What we use

• Essential cookies / storage: required for the website to function and be secure.
• Analytics cookies (Google Analytics): used only if you opt in via a cookie banner/controls. In the UK, analytics cookies are not considered “strictly necessary”, so consent is the standard approach.  

Your choices

• You’ll be able to accept or reject analytics cookies.
• If you reject analytics cookies, the website will still work (you just won’t be included in analytics).

(Practical note: in Webflow you’ll want a consent banner that blocks analytics until opt-in. That’s the cleanest compliance posture.)

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8) Who we share data with

We share personal data only when necessary:

• Service providers (processors) that help us run the site and communications (e.g., Webflow and Google Analytics).
• Public bodies / partners where it’s inherent to what you asked us to do (for example, if you explicitly ask us to include your name in a community submission, or where a consultation process requires certain transparency).
• Legal or safety reasons if we are required to do so.
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9) International transfers

Some suppliers may process data outside the UK. When this involves a “restricted transfer”, UK GDPR requires appropriate safeguards (for example, the UK IDTA or other approved mechanisms). The ICO explains restricted transfers and safeguards in its guidance.  

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10) How long we keep data

We keep personal data only as long as needed for the purpose:

• Enquiries: typically up to 24 months after last contact.
• Newsletter subscriptions: until you unsubscribe (then removed or suppressed).
• Event attendance / feedback: typically up to 12 months.
• Volunteer / committee contact details: while active, then typically up to 24 months for continuity.
• Consultation-related records: for as long as relevant to the issue and follow-up.

You can ask us to delete information sooner; we’ll consider the request in line with UK GDPR.
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11) Your rights

You have rights including to access, correct, delete, restrict or object to processing (in certain circumstances), and to withdraw consent where we rely on consent.

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12) Complaints

If you’re unhappy with how we handle your data, contact us at hello@jqneighbourhood.com and we’ll try to resolve it.

You can also complain to the UK Information Commissioner’s Office (ICO).  

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13) Security

We take proportionate steps for a volunteer organisation, including limiting access to people who need it, using secure accounts/passwords, and keeping data in reputable services where possible.

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14) Changes to this policy

We may update this policy occasionally. The “Last updated” date will change when we do.

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