This Privacy Policy explains how New Ash Green Village Association, referred to in this policy as the Village Association, collects, uses, stores and shares personal data.
This policy applies to the Village Association’s website, VillageApp, forums, ticketing systems, support services, and related digital services.
The Village Association is committed to protecting personal data and handling it lawfully, fairly and transparently in accordance with UK data protection law.
- Who we are
The data controller for the purposes of this policy is:
New Ash Green Village Association
Contact: Village Association Office
Email: https://www.nagval.com/contact-us/
Address: Centre Road, New Ash Green, Longfield, Kent, DA3 8HH
If you have any questions about this policy or how your personal data is used, please contact the Village Association office.
- What personal data we may collect
The Village Association may collect and use personal data including:
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- name, address, email address, telephone number and other contact details
- correspondence and communications sent to or from the Village Association
- records relating to payments, charges, enquiries, complaints or requests
- information provided in connection with moving into or out of the village, property alterations, or other matters affecting the Village Association’s services
- website account details, including usernames and email addresses
- forum account information and content posted by users
- support ticket information, including reports, messages, attachments and responses
- app account details and preferences
- leaderboard or high score information where users choose to participate
- technical information such as IP address, browser type, device type, operating system, app version, and basic diagnostic or security information
- notification preferences and technical identifiers needed to send app alerts or notifications
The Village Association only collects personal data that is relevant and necessary for its legitimate functions and services.
- How we collect personal data
The Village Association may collect personal data:
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- directly from you when you contact the Village Association, complete a form, register for an account, submit a report, open a ticket, or otherwise provide information
- through your use of the Village Association website, VillageApp, forums, or ticketing systems
- from third party service providers acting on the Village Association’s behalf
- from publicly available sources or from other organisations where this is lawful and necessary
- How we use personal data
The Village Association may use personal data to:
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- administer and provide its services
- deal with enquiries, complaints, requests and correspondence
- manage property-related matters and resident issues
- manage billing, charges, arrears and associated administration
- operate and maintain the Village Association website and digital services
- manage user accounts
- provide access to VillageApp features
- publish public leaderboard information where a user has chosen to participate
- operate and moderate forums
- manage and respond to tickets, reports and support requests
- send alerts, announcements or notifications where a user has chosen to receive them
- investigate misuse, prevent fraud, protect systems and maintain security
- comply with legal, regulatory or governance obligations
- Lawful basis for processing
The Village Association processes personal data on one or more of the following lawful bases under UK GDPR:
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- consent, where you choose to provide information for a particular purpose or enable an optional feature
- performance of a contract, where processing is necessary to provide a requested service
- legal obligation, where the Village Association must process data to comply with the law
- legitimate interests, where processing is necessary for the proper administration of the Village Association and its services, and those interests are not overridden by your rights and freedoms
Where special category data is processed, the Village Association will identify an additional lawful condition as required by law.
- VillageApp
The Village Association provides VillageApp as a digital service for residents and users.
Some parts of VillageApp can be used without an account. However, an account is required where a user wishes to:
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- publish high scores to a public scoreboard
- access the Village Association ticketing system
- access and interact with public forums where membership access is required for posting or account-based features
When you use VillageApp, the Village Association may process personal data needed to provide its features and services. This may include account details, ticket content, forum access, notification preferences, leaderboard data, and technical information needed to operate the app.
6.1 Location and navigation
VillageApp may use location information on the user’s device for navigation purposes and to help confirm that the app is being used within the village area.
The Village Association does not retain or store location information from these features on its own servers.
Where a user requests route guidance or map-based services, limited location or routing data may be sent to third party mapping or routing providers in order to return the requested navigation or mapping result. This may include services such as OpenRouteService, OpenStreetMap and Google Maps.
6.2 Push notifications and alerts
VillageApp may send push notifications to users who choose to subscribe to village alerts or other notifications.
To provide this service, the Village Association may process technical notification identifiers and user notification preferences.
Users can control notification permissions through their device settings.
6.3 Public leaderboards and high scores
VillageApp may allow users to publish high scores to a public scoreboard.
Where users choose to participate in this feature, the Village Association may display a username, display name, score, ranking or similar account-linked game information publicly.
Users should only use this feature if they are content for relevant score information to be displayed publicly.
- Forums and public posting
The Village Association operates public forums through its website and related digital services.
Forum content may be publicly visible, but posting and certain interactive features are restricted to registered members or users with an account.
If you create an account or post on the forums, the Village Association may process your registration details, username, email address, account details, technical account information, and any content you choose to post.
Please be aware that information posted in public areas of the forums may be visible to other users or to the public and should be treated by you as public information before posting.
- Tickets, reports and Zendesk
The Village Association uses Zendesk as a ticket management and support system for reports, enquiries and support requests submitted through the website and VillageApp.
Where you submit a ticket, report or support request, the information you provide may include your name, contact details, message content, attachments, photographs, and any other information needed to investigate or respond to the issue.
This information may be processed by Zendesk on the Village Association’s behalf for the purpose of receiving, managing, tracking and responding to the matter raised.
- Sharing personal data
The Village Association may share personal data where necessary and lawful, including with:
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- service providers and processors acting on the Village Association’s behalf
- IT, hosting, maintenance and support providers
- website, forum and app service providers
- ticketing and support providers, including Zendesk
- mapping and routing providers, including OpenRouteService, OpenStreetMap and Google Maps
- professional advisers, auditors, insurers or legal representatives
- banks, payment providers or debt recovery agents where necessary
- public authorities, regulators or law enforcement where required by law
- Resident Societies or other relevant organisations where sharing is necessary, proportionate and lawful for estate administration, governance, service delivery, maintenance, dispute handling, or related legitimate purposes
The Village Association does not sell personal data.
The Village Association will only share personal data where there is a lawful basis for doing so and where the sharing is necessary and proportionate.
- International transfers
Some service providers used by the Village Association may process personal data outside the UK.
Where this happens, the Village Association will take reasonable steps to ensure that personal data is protected by appropriate safeguards in accordance with data protection law.
- Retention
The Village Association keeps personal data only for as long as reasonably necessary for the purpose for which it was collected, including administration, record keeping, service delivery, moderation, support, legal compliance and dispute resolution.
Different categories of information may be kept for different periods depending on the purpose and any legal or regulatory requirements.
- Security
The Village Association takes reasonable technical and organisational measures to protect personal data against unauthorised access, loss, destruction, misuse or disclosure.
However, no system can be completely secure, and the Village Association cannot guarantee absolute security of information transmitted electronically.
- Cookies and website technology
The Village Association website may use cookies or similar technologies for functionality, security, performance and administration.
Where required, further information about cookies will be provided through the website cookie settings or cookie notice.
- Children
The Village Association’s digital services, including VillageApp and the forums, are not intended for children under the age of 13.
The Village Association does not knowingly seek to collect personal data from children under 13 through these services.
- Your rights
Under UK data protection law, you may have the right to:
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- request access to your personal data
- request correction of inaccurate or incomplete personal data
- request deletion of personal data in certain circumstances
- request restriction of processing in certain circumstances
- object to processing in certain circumstances
- request transfer of personal data where applicable
- withdraw consent where processing relies on consent
To exercise any of these rights, please contact the Village Association office.
- Complaints
If you are unhappy with how the Village Association handles your personal data, please contact the Village Association office first so that the matter can be considered.
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
- Changes to this policy
The Village Association may update this Privacy Policy from time to time.
Any changes will be posted on this page and, where appropriate, notified through the website, VillageApp or other suitable means.