Last updated: April 2026
1. Who we are
The Roman Road Bow Neighbourhood Forum (‘the Forum’, ‘we’, ‘us’, ‘our’) is a community organisation designated by the London Borough of Tower Hamlets under the Localism Act 2011.
We are the data controller responsible for the personal information you provide to us. Our contact details are:
- Website: romanroadbowneighbourhoodplan.org
- Email: romanroadandbowndp[AT]gmail.com [Replace the [AT] with @]
- Facebook: facebook.com/RomanRoadBowForum
We are committed to protecting your privacy and handling your personal data responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What personal data we collect
We may collect and hold the following types of personal information about you:
- Name (first and last name)
- Postcode
- Email address
We do not collect sensitive personal data such as financial details, health information or political opinions.
If you contact us by email or through our website contact form, we may also retain a record of your correspondence and any information you include in your message.
3. How we collect your data
We collect personal data when you:
- Sign up to our email newsletter via our Mailchimp subscription form on the website
- Join the Forum as a member using the sign-up form on our website
- Contact us directly by email or through our website contact form
- Attend one of our events or public meetings and provide your contact details
We use Mailchimp to manage our email newsletter list. When you subscribe, your name and email address are stored on Mailchimp’s servers. Mailchimp is a US-based service; please see Mailchimp’s own privacy policy at mailchimp.com/legal/privacy for details of how they handle your data.
4. How we use your data
We use the personal information we collect to:
- Send you our newsletter and updates about the Neighbourhood Forum and Plan
- Notify you about Forum meetings, public consultations and local planning matters
- Process and manage your Forum membership
- Respond to your enquiries and correspondence
- Demonstrate compliance with statutory requirements for neighbourhood forums to Tower Hamlets Council on request
We will not use your personal information for any purpose not described in this policy
5. The legal basis for processing your data
Under UK GDPR, we rely on the following legal grounds to process your personal data:
- Consent: where you have signed up to receive our newsletter or updates, we process your data on the basis of your consent. You can withdraw your consent at any time (see Section 9).
- Legitimate interests: where we correspond with you about planning matters or Forum activities that directly affect your neighbourhood, we process your data on the basis of our legitimate interest in communicating with the local community about our statutory planning functions.
- Legal obligation: where Tower Hamlets Council requires us to provide member data to verify our designation as a neighbourhood forum under the Localism Act 2011.
6. Who we share your data with
We do not sell your personal data or share it with third parties for marketing purposes.
We may share your data in the following limited circumstances:
- Mailchimp: your name and email address are held by Mailchimp to manage our mailing list. You can unsubscribe at any time via the link in any email we send you.
- Tower Hamlets Council: as required by law, we may need to provide member names and addresses to Tower Hamlets Council to satisfy the statutory designation requirements for neighbourhood forums.
- Forum committee members: your membership details may be accessible to members of the Forum committee for administrative purposes only.
We will never share your personal data with any other third party without your explicit consent, except where required by law.
7. How long we keep your data
We will only retain your personal data for as long as necessary for the purposes described in this policy. As a general guide:
- Newsletter subscribers: we hold your data for as long as you remain subscribed. If you unsubscribe, your data will be removed from our active mailing list promptly. Mailchimp may retain archived data for a further period in line with their own policy.
- Email correspondence: we retain records of correspondence for up to three years.
- Data provided at events: we retain this for up to two years or until the purpose for which it was collected has been fulfilled.
After these periods, your personal data will be securely deleted or anonymised.
8. How we keep your data secure
We take reasonable steps to protect your personal data from unauthorised access, loss or misuse. Access to personal data is restricted to Forum committee members who need it for legitimate administrative purposes.
Please be aware that no data transmission over the internet can be guaranteed to be completely secure. If you contact us by email, you do so at your own risk as email is not an inherently secure medium.
9. Your rights
Under UK data protection law, you have the following rights:
- Right to rectification: you can ask us to correct any inaccurate or incomplete data.
- Right to erasure: you can ask us to delete your personal data where there is no compelling reason for us to continue holding it.
- Right to withdraw consent: where we process your data based on your consent (e.g. newsletter sign-up), you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.
To exercise any of these rights, please contact us at romanroadandbowndp@gmail.com We will respond to your request within one month.
10. Links to other websites
Our website contains links to external websites, including Tower Hamlets Council, the London Legacy Development Corporation, and other planning-related sites. This privacy policy applies only to our website. We encourage you to read the privacy policy of any other website you visit.
11. Cookies
Our website is built on WordPress and may use cookies — small text files stored on your device — to help the site function correctly and to understand how visitors use it. These may include functional cookies (essential for the site to work) and analytics cookies (to help us understand visitor numbers and behaviour).
You can control cookies through your browser settings. Note that disabling cookies may affect some aspects of how the site works.
12. Complaints
If you are unhappy with how we have handled your personal data, please contact us in the first instance at romanroadandbowndp@gmail.com and we will do our best to resolve the matter.
If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):
- Website: ico.org.uk/concerns
- Telephone: 0303 123 1113
13. Changes to this policy
We may update this privacy policy from time to time. When we do, we will update the ‘last updated’ date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or subscription to our newsletter after any changes constitutes your acceptance of the updated policy.
Roman Road Bow Neighbourhood Forum | romanroadbowneighbourhoodplan.org | romanroadandbowndp[AT]gmail.com [Replace the [AT] with @]