Privacy Policy

What This Privacy Policy Covers

This Privacy Policy explains how FLCCG handles personal information, supporting evidence and technical information connected with our website and community activities.

Last updated: 11 October 2026

1. Who Is Responsible for Your Information?

Fenny Lock Canal & Community Group (FLCCG) is responsible for the personal information collected through our website and used for our community activities.

We aim to handle personal information fairly, responsibly and in accordance with applicable UK data protection law.

2. What Information Do We Collect?

The information we collect depends on the website form you use and the information you choose to provide. This may include:

• Your first name and surname
• Your email address
• Your telephone or mobile number, if requested and provided
• Your street or relevant local area information
• The first part of your postcode, where requested
• The subject or category of your enquiry or report
• Your message, description or details of the matter you raise
• Photographs, graphics or other supporting evidence you choose to provide
• Information you provide in follow-up correspondence

We aim to collect information that is relevant to the purpose of the particular form. You should avoid including unnecessary personal or sensitive information.

Our website forms are available to the general local community and may be used by people of different ages. We apply the privacy safeguards described in this policy to personal information regardless of the person’s age.

3. Photographs and Graphics

Residents may provide photographs or graphics to help explain a local issue or support information submitted through an FLCCG website form.

Such material may contain information that identifies people, properties, vehicles or locations. Please check images carefully and avoid including unnecessary personal information.

Photographs and graphics are reviewed for purposes connected with the relevant community matter and the safeguards explained in this policy.

FLCCG does not publish residents’ submitted photographs or graphics on its website or social media as part of its reporting process.

4. How We Collect Your Information

We collect personal information when you voluntarily submit information through an FLCCG website form, send us an email or provide information in follow-up correspondence.

Reporting-related submissions may generate an automatic confirmation email containing instructions for providing supporting photographic evidence. Where applicable, the instructions explain how to reply and the time allowed for submitting a photograph.

We may also receive information when residents communicate with FLCCG through relevant community communication channels.

Technical information may be recorded automatically when you visit our website, as explained in the relevant sections below.

5. WhatsApp Announcement Group and Messages

FLCCG uses one WhatsApp Announcement Group to share FLCCG announcements and relevant community information with members. The group is intended for announcements rather than general discussion.

Members cannot share images or other media within the FLCCG WhatsApp Announcement Group.

The FLCCG WhatsApp Announcement Group does not use disappearing messages. Messages remain subject to WhatsApp’s functionality and the group’s settings.

The FLCCG WhatsApp Announcement Group is intended for sharing community announcements and information. It is not used to collect, store or submit photographic evidence relating to local matters.

Residents who wish to provide photographs or other supporting evidence for a local matter should use the relevant FLCCG website reporting process and follow the instructions provided in the confirmation email.

6. Why We Use Your Information

We use personal information for purposes connected with FLCCG’s community work. These purposes may include:

• Responding to enquiries and communicating with residents
• Understanding local concerns, experiences and priorities
• Reviewing and assessing reported issues
• Examining relevant photographs and supporting evidence
• Researching community matters and checking relevant information
• Preparing correspondence, complaints or representations where appropriate
• Understanding wider community concerns using aggregated or anonymised information
• Administering website forms and managing related communications
• Maintaining website operation, security and reliability

We aim to use personal information only where it is relevant to the purpose for which it was provided or another appropriate and lawful purpose.

7. Our Lawful Basis for Processing

Data protection law requires an appropriate lawful basis for processing personal information. Depending on the circumstances, FLCCG may rely on legitimate interests where processing is necessary for our community work and does not unfairly override an individual’s rights and freedoms.

Our legitimate interests may include understanding local matters, assessing community concerns, responding to residents and supporting appropriate engagement with relevant organisations.

We aim to collect only relevant information, restrict access where appropriate and avoid identifying individual residents in external representations unless there is a clear and lawful reason.

Where another lawful basis applies, we will handle the information in accordance with that basis and the requirements of applicable data protection law.

8. Supporting Evidence and Reporting Submissions

Residents may submit supporting evidence, including a photograph, to help FLCCG assess a reported local issue. Any supporting material should directly relate to the matter being reported.

Reporting-related forms may generate an automatic confirmation email explaining how to provide a photograph. Where those instructions apply, the photograph should be sent by replying to the confirmation email within the stated time limit.

After the required supporting evidence is received, the submission may be logged and reviewed by FLCCG. Information and evidence may be considered alongside other relevant information to help assess the issue.

Where directly relevant, information from a submission may support correspondence, complaints or representations to relevant local government bodies or public authorities.

We aim to avoid identifying individual residents in such correspondence. Information may be summarised, aggregated or anonymised where appropriate.

FLCCG does not guarantee that every submission will result in further investigation, correspondence, representation or action.

9. Use of Photographs and Graphics

Photographs and graphics provided as supporting evidence are used to help understand and assess the relevant local matter.

Where appropriate, FLCCG may review the material alongside other evidence and use relevant details to support correspondence, complaints or representations to relevant local government bodies or public authorities.

Photographs and graphics submitted as evidence are not published on the FLCCG website or social media. Where information from the material is discussed or represented externally, we aim to avoid identifying the resident who supplied it.

The FLCCG WhatsApp Announcement Group does not allow members to share images or other media and is not used to collect or retain photographic evidence.

10. Permission to Use Photographs and Graphics

Where FLCCG needs permission to use a photograph or graphic for a specific purpose beyond reviewing it as supporting evidence, we will seek permission by email.

Any permission request should explain the intended use so the resident can make an informed decision.

Permission for a specific use does not automatically grant permission for other uses. Residents may withdraw permission for future use by notifying FLCCG.

Withdrawal does not necessarily affect use that took place before permission was withdrawn, or information that must be retained for a lawful reason.

11. Sharing Your Personal Information

FLCCG does not sell, rent or trade personal information.

Access to personal information is restricted to people who need it for relevant FLCCG responsibilities, including authorised residents involved in managing FLCCG communications and website administration.

Where directly relevant, information from a report or supporting evidence may be used in correspondence, complaints or representations to relevant local government bodies or public authorities. We aim to avoid identifying individual residents in such correspondence.

We may also disclose information where required by law or where another lawful basis permits disclosure. We do not routinely share residents’ personal details with external organisations for unrelated purposes.

12. Website Hosting, Website Forms and Email

Information submitted through website forms may be processed by the website form system and transmitted to an FLCCG email address. It may then be managed through the FLCCG email system or an FLCCG email mailbox used for community activities.

Reporting-related submissions may generate automatic confirmation emails containing instructions relevant to the submission.

Website form submissions or related information may remain stored within the website form system or email systems until they are deleted in accordance with applicable retention arrangements.

The website hosting provider, website form system and email service provider may process information as necessary to provide, maintain or secure their services.

13. Technical Information and Server Analytics

When you visit the FLCCG website, technical information may be recorded by the website hosting server or its server analytics system.

This information may include your IP address, date and time of access, pages requested, browser type, operating system, referring website and other technical information relating to the visit.

Technical information may help us understand general website use, maintain performance, investigate technical problems and support website security.

Where technical information constitutes personal information under applicable data protection law, it will be handled in accordance with this Privacy Policy.

14. Cookies

FLCCG aims to explain clearly whether cookies or similar technologies are used on its website.

Technical information collected through server analytics is distinct from information collected through cookies. The handling of any cookies or similar technologies will depend on the website’s actual configuration and applicable legal requirements.

We will update this section if our use of cookies or related technologies changes.

15. External Links and Third-Party Privacy

FLCCG may link to external websites and publicly accessible resources that provide relevant information for our local community.

FLCCG only links to resources that are publicly accessible. We do not intentionally link to private, closed, members-only, invitation-only or otherwise restricted resources.

When you leave the FLCCG website, the external resource is operated by another organisation or individual and is subject to its own privacy practices, terms and security arrangements.

FLCCG cannot control how external websites collect, use or protect personal information. You should review the relevant privacy information before providing personal details to an external service.

16. Third-Party Service Providers and International Processing

Services supporting website hosting, forms, email and technical operation may process information on behalf of FLCCG or as part of providing their services.

Depending on the services used and their operating arrangements, information may be processed or stored in locations outside the United Kingdom.

Where international processing applies, the relevant service arrangements and applicable data protection requirements determine what safeguards are required. We aim to use services and arrangements appropriate to the information being processed.

17. How We Protect Your Information

FLCCG takes reasonable steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access is limited to people who need information for relevant FLCCG responsibilities. We also aim to manage website and email information responsibly and maintain appropriate account security.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

18. How Long We Keep Your Information

FLCCG retains personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to any legal requirements or other legitimate reasons for retention.

Reporting submissions and supporting evidence may need to be retained while an issue is being reviewed, followed up or considered for relevant correspondence or representations.

When information is no longer reasonably required, we aim to delete it or securely dispose of it where practical. Some information may remain temporarily in email systems, website systems or backups until the relevant deletion processes take effect.

Retention periods may depend on the nature of the information, the status of the matter and the systems in which the information is held.

19. Sensitive Personal Information

FLCCG does not generally need sensitive personal information to understand routine local concerns. Please avoid providing sensitive details unless they are genuinely relevant and necessary.

If sensitive information is received, we will consider whether it needs to be retained or used and handle it in accordance with applicable data protection law.

20. Automated Decision-Making and Profiling

FLCCG does not intend to use personal information to make significant decisions about individuals solely through automated processing or profiling.

Our community work involves reviewing information and local matters in context. If our approach changes in a way that affects individuals’ data protection rights, we will update this policy as appropriate.

21. Your Data Protection Rights

Under UK data protection law, you may have rights concerning your personal information, subject to the applicable legal conditions and exemptions. These may include the right to:

• Request access to personal information held about you
• Request correction of inaccurate or incomplete information
• Request deletion in certain circumstances
• Request restriction of processing in certain circumstances
• Object to certain types of processing
• Request information about how your personal information is used
• Withdraw consent where processing is based on consent

The rights available to you depend on the circumstances and the lawful basis for processing.

22. Making a Privacy Request

If you wish to exercise a data protection right or ask about personal information held by FLCCG, you can raise your request using the contact arrangements provided on our website.

Please provide enough information for us to understand your request and identify the information concerned. We may need to ask for further details to verify your identity where appropriate.

We will consider and respond to requests in accordance with applicable data protection law.

23. Making a Complaint

If you are concerned about how FLCCG has handled your personal information, you can raise the matter with us so that we can consider your concern.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.

24. Personal Data Breaches

If FLCCG becomes aware of a personal data breach, we will consider the nature of the incident, the information affected and any potential risks to individuals.

Where required, we will take appropriate steps under applicable data protection law, which may include reporting the breach to the relevant authority and informing affected individuals.

25. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our community activities, website systems, information-handling arrangements or legal requirements.

The latest version will be published on this page. The last-updated date indicates when the policy was most recently revised.

26. Privacy Questions and Concerns

If you have questions about this Privacy Policy or how FLCCG handles personal information, you can raise them using the contact arrangements provided on our website.

We aim to consider privacy questions responsibly and explain our approach as clearly as possible.

27. Your Legal Rights

This Privacy Policy is intended to explain how FLCCG handles personal information. It does not remove or restrict any rights you have under applicable data protection law.

Where this policy refers to a right, request or process, the relevant legal requirements and conditions continue to apply.

Privacy Policy in Summary

If you have any questions about the above Privacy Policy, please → Contact us.

Fenny Lock Canal & Community Group (FLCCG)

Our Community, Our Voice