Last updated: 29 September 2026. This adds to our privacy policy. It covers what we record about you if you sit on one of Kingstanding Together’s committees — the Management Committee, or a sub-committee or working group — and use the committee pages of the members’ area.
What we record
- Your place on the committee — which committee, your role (for example Chair, Member or Observer) and when you joined and left.
- Attendance — whether you were present, attended remotely, sent apologies or were absent at each meeting.
- Motions and amendments you propose or second, with your name and the date.
- Votes. In a named vote we record how you voted, when, and any change you made before voting closed. In a secret ballot we record only that you voted: the choices are counted separately, with nothing that links them to you, so nobody — including the site’s administrators — can see how you voted.
- Declarations of interest — what you declare and what happened (for example, that you left the meeting for that item). Please write only what the committee needs to know: “Director of the applicant organisation” is enough.
- Papers you upload, with your name, and the minutes, which may name you.
- Actions given to you, their due dates and any progress notes.
- An activity log of changes made to the committee’s records, including by you, and when you download a meeting pack.
- Notifications we show you, and whether you want them by email.
- Your private calendar link, if you use one, and when it was last used.
- Vote receipts — a code for each vote you cast, kept so you can check your vote is still recorded as you cast it.
- Requests to call a meeting you start or add your name to.
Why
To run the Association as our constitution requires: the committee must keep minutes (clause 10.8), record declarations of interest and keep a register of them (clauses 12.2 and 12.4), and its decisions have to be recorded accurately. Clauses 10.11 to 10.13 — on online voting and written resolutions, added since the constitution was adopted on 12 November 2025 — also require votes to be recorded; they are waiting to be adopted. Our lawful basis is our legitimate interest in running the Association properly and keeping a true record of its decisions.
Who can see it
- The other members of that committee, including its observers — except papers marked “confidential” (voting members only), “officers only”, or limited to particular roles.
- How each member voted in a named vote is shown to the committee once voting closes (or while it’s open, if the committee chose to show running totals).
- Papers the committee marks “all members” can be read by any member of the Association, and papers marked “public” by anyone with the link. Nothing else about you is public.
- Members of a parent committee may be able to read a sub-committee’s records, if the sub-committee is set up to allow it.
- The Association’s organisers, who administer the committees (arranging meetings, papers and votes), and the site’s administrators who manage committees can see the records — never how anyone voted in a secret ballot.
Emails and calendars
Committee notices (new meetings, votes, results, minutes, actions and reminders) are emailed through Brevo, the service that sends all our emails. You can turn committee emails off on the Committees page of the members’ area; the notices still appear there.
Each time you vote we email you a receipt, even if committee emails are off, because it’s your own record. For a named vote it says how you voted; for a secret ballot it says only that your ballot was counted.
If you add your private calendar link to Google, Outlook or Apple Calendar, that company’s servers fetch your committee dates from us — meeting titles, times, places, join links, voting deadlines and your actions’ due dates — under their own privacy terms. You can get a new link at any time, which stops the old one working.
How long we keep it
Minutes, motions, votes, decisions, attendance, declarations of interest, committee papers and the activity log are the Association’s permanent record, so we keep them — including after you leave. That matters: a decision is only trustworthy if the record of who made it, and how, stays intact. Notifications and your calendar link are kept while you have a members’ account. Our backups are taken every night; daily copies are kept for two weeks and one copy from each month is kept long-term.
When you leave
If you stop being a member of the Association, you’re taken off its committees straight away and no longer counted towards quorum or votes. Records made while you served — minutes that name you, votes you cast, papers you wrote — stay in the committee’s record.
Your rights
You can ask to see what we hold about you, or to correct something that’s wrong, using our contact form. Because the committee’s record has to stay accurate, we correct it by adding a correction (for example, corrected minutes approved by the committee) rather than rewriting or deleting it, and we can’t usually remove your name from decisions already made. You can also complain to the Information Commissioner’s Office (ico.org.uk). Everything else — who we are and how we protect your data — is in our main privacy policy.