Last updated: 27 August 2026
GCDA uses only the personal information needed to run the charity, administer membership, answer enquiries, protect the website and provide secure member participation. We do not sell personal information.
Who is responsible for your information?
Glenbarr Community Development Association (GCDA) is the data controller. GCDA is a Scottish Charitable Incorporated Organisation, charity number SC048909.
Email: hello@glenbarr.org.uk
Registered address: c/o William Duncan Accountants, The Old Surgery, School Road, Tarbert, PA29 6UL.
Information we use
- Enquiries: your name, contact details and the information you choose to include in a message.
- Membership: member name, membership type or status, email address, Member Centre account and the member records connected to that account.
- Website security: login-request information, one-time-code security records, and limited technical information used to prevent misuse. Email and IP-based rate-limit identifiers are stored as hashes for a short period.
- Consultations and votes: ballot choice, optional comment, submission source and recorded date. A separate one-way participation token records that an eligible voting slot has been used.
- Administration: information needed for charity governance, meetings, volunteering, projects, financial administration and legal or regulatory duties.
We do not intentionally ask for special-category information through the public website or voting forms. Please do not put sensitive or identifying personal details in an anonymous comment.
Why we use it
| Purpose | Usual lawful basis |
|---|---|
| Managing membership, providing secure Member Centre access and communicating about GCDA activity | GCDA's legitimate interests in administering the Association and, where required, consent |
| Running consultations, confirming eligibility and recording decisions | GCDA's legitimate interests in fair member participation and charity governance |
| Keeping accounts, formal records and information required by regulators | Legal obligation |
| Answering an enquiry or request | Legitimate interests or steps taken at your request |
| Protecting accounts, preventing misuse and maintaining website security | Legitimate interests |
How anonymous voting works
The online ballot table does not contain a member's name, email address or WordPress user ID. Eligibility and participation are checked separately using one-way tokens. This allows the system to limit responses without storing a person's identity beside their choice.
If an email address represents more than one eligible member, that shared login receives the matching number of response slots. Anyone able to access that shared inbox could use those slots, so individual email addresses provide stronger account control. An optional comment may identify its writer if they include identifying details.
Online ballots are stored separately from member identity. Participation records are used only to apply the correct response limit and do not show how a member responded.
Cookies
The website and Member Centre use strictly necessary WordPress cookies for security, login and session functions. The GCDA theme and Member Centre do not include advertising or analytics cookies. Strictly necessary cookies cannot be switched off because the requested service would not work without them.
If GCDA later adds analytics, advertising, embedded services or another feature using non-essential cookies, those cookies must not be set before the visitor makes a choice, and this notice must be updated.
Who receives information?
Access is limited to authorised GCDA trustees, staff or administrators who need it for their role. We may use website-hosting, email and technical service providers acting on GCDA's instructions. We may also disclose information to professional advisers, regulators or public authorities where necessary or legally required. We do not sell or rent member information.
If a service provider processes information outside the UK, GCDA will require an appropriate lawful transfer safeguard.
How long we keep information
- One-time login-code records expire after 10 minutes; rate-limit records expire after 15 minutes.
- Active membership records are kept while membership continues and normally for up to two years afterwards, unless a governance or legal reason requires longer.
- Routine enquiries are normally kept for up to two years after the matter is closed.
- Anonymous ballots and separate participation records are normally kept with the relevant decision record for six years.
- Formal charity records, including approved minutes and accounts, may be kept permanently or for the period required by law and GCDA's records policy.
GCDA reviews retained information and deletes or anonymises it when it is no longer needed.
Your rights
Depending on the circumstances, you may have rights to be informed, access your information, correct it, ask for deletion or restriction, object to processing, receive portable data, and withdraw consent where consent is used. Some rights are limited where GCDA must keep information for legal or governance reasons.
To exercise a right or raise a concern, email hello@glenbarr.org.uk. We may need to confirm your identity before disclosing personal information.
You can also complain to the Information Commissioner's Office.
Changes to this notice
We will update this page when the website, Member Centre or GCDA's use of personal information changes. Material changes will be brought to members' attention where appropriate.