GDPR and member personal data policy

For context please read the introductory post about GDPR.

To qualify as a Recognised Tenants Association the Ben Jonson House Group must have members from more than 50% of the 204 flats in Ben Jonson House.  We manage the membership of the house group using a service called membermojo.  In the context of the GDPR the house group is a data controller and membermojo is our data processor.  The members of the house group are data subjects.

Here is the membership form for the housegroup on membermojo:

Click to enlarge

We ask only for the minimum information needed to identify residents and flat owners.  For members living in Ben Jonson House we just need:

• A name and email address so we know the member and can contact them
• The member's flat number so we can track which flats have members and which not (so we know if we're over the 50% threshold)
• Whether the member is a long leaseholder so we can correctly administer voting

In addition, if a member owns a flat but does not live in Ben Jonson House we ask for a postal address so we can write if necessary.

The data is hosted by membermojo (details here). Once entered data is retained for 12 months following the date a membership ends (e.g. is not renewed). If a member wishes, their details can be completely removed from the membership system. Currently this can only be done by the house group using an admin interface to membermojo. If you are a member and would like your details removed, just email ben.jonson.hg@gmail.com or send a letter to the house group via the Barbican Estate Office.

The administrator of the membership system, and the Data Protection Officer for the house group, was Bruce Badger from March 2018 until 8th June 2021, succeeded by Wendy Spurry.