Last updated: 18.05.2026
Gleann Residents Association is a voluntary residents’ association representing residents of Glenview, Glengarriff, Drumkeen Manor and adjoining households on Rochestown Avenue not otherwise represented by another residents’ association.
Gleann Residents Association is registered with the Dún Laoghaire-Rathdown Public Participation Network.
PPN Registration Number: PPN-01131
Contact email: gleannra@gmail.com
This Privacy Policy explains how we collect, use and protect personal information. It also sets out the terms on which information is provided on this website.
The Data Protection Commission is the Irish supervisory authority responsible for upholding data protection rights under the GDPR in Ireland.
1. Who we are
For the purposes of data protection law, Gleann Residents Association is the data controller for the personal information it collects and uses in connection with the activities of the association.
We are a voluntary, not-for-profit residents’ association. We use personal information only where necessary to communicate with residents, manage membership, organise community activities, engage with public bodies, and carry out the ordinary administration of the association.
2. Personal information we may collect
We may collect and hold the following information:
- Name
- Address
- Email address
- Phone number
- Household membership status
- Records of membership payments or contributions
- Attendance at meetings or community events
- Correspondence sent to or from the association
- Issues, queries or concerns raised by residents
- Volunteer roles or committee responsibilities
- Photographs from community events, where appropriate
- Website contact form information, if a contact form is used
We do not seek to collect sensitive personal data unless it is necessary for a specific purpose and the resident has provided it voluntarily, for example where accessibility or welfare considerations are relevant to a community matter.
3. Why we use personal information
We may use personal information for the following purposes:
- To maintain a list of members and resident contacts
- To communicate with residents about meetings, events, local issues and association activities
- To collect and record membership subscriptions or voluntary contributions
- To organise community events, clean-ups, grant-funded projects or local initiatives
- To engage with Dún Laoghaire-Rathdown County Council, councillors, An Garda Síochána, the DLR Public Participation Network and other relevant public bodies
- To respond to queries, requests or concerns raised by residents
- To keep basic administrative and financial records
- To maintain the association’s website and communications channels
- To comply with legal, insurance, grant, accounting or governance obligations
4. Legal basis for using personal information
We rely on one or more of the following legal bases under data protection law:
Consent
For example, where a resident signs up to receive updates, joins a mailing list, volunteers contact details, or agrees to appear in a photograph.
Legitimate interests
For example, where the association needs to communicate with members, manage local issues, organise meetings, maintain records, or represent residents’ interests.
Contract or membership administration
For example, where we process information connected to household membership or payment of a membership subscription.
Legal obligation
For example, where we are required to retain certain financial, insurance, governance or grant-related records.
The Data Protection Commission explains that privacy notices should provide transparent information about how personal data is collected, used and protected.
5. Sharing personal information
We do not sell personal information.
We may share limited personal information where necessary with:
- Dún Laoghaire-Rathdown County Council
- DLR Public Participation Network
- Local councillors or public representatives
- An Garda Síochána, where relevant to community safety
- Grant providers or public bodies
- Insurers, accountants, banks or professional advisers
- Website, email, cloud storage or IT service providers
- Other residents’ associations, where we are working jointly on a local issue
We will only share information where it is relevant, proportionate and necessary for the purpose involved.
Where possible, we will avoid sharing individual residents’ personal details without their knowledge or consent, unless there is a clear legal, safety, governance or public-interest reason to do so.
6. Mailing lists, WhatsApp groups and communications
The association may communicate with residents by email, WhatsApp, printed notice, website update or other appropriate means.
Residents may ask to be removed from non-essential email or WhatsApp communications at any time.
Residents who participate in WhatsApp groups or similar channels should be aware that their phone number, profile name and messages may be visible to other group members. Residents should not share other people’s personal information in these groups without permission.
7. Photographs and community events
Photographs may occasionally be taken at community events, tidy-up days, planting projects or social gatherings.
Where photographs clearly identify individuals, we will use them only with permission.
Anyone who has any queries or would like to raise an issue should contact the association at gleannra@gmail.com.
8. How long we keep information
We keep personal information only for as long as necessary.
As a general guide:
- Membership/contact records are kept while a household remains involved with the association.
- Financial and grant-related records may be kept for up to seven years.
- Meeting minutes and governance records may be retained as part of the association’s permanent record.
- General correspondence is retained only for as long as it remains relevant.
- Mailing list details are removed when a resident asks to unsubscribe or where the association no longer needs the information.
9. Security
We take reasonable steps to protect personal information from loss, misuse, unauthorised access or disclosure.
This may include limiting access to committee members who need the information, using password protection where appropriate, and avoiding the publication of personal details on the public website.
However, no email, website, cloud storage platform or messaging service can be guaranteed to be fully secure.
10. Residents’ rights
Residents have rights under data protection law, including the right to:
- Ask for a copy of personal information held about them
- Ask for incorrect information to be corrected
- Ask for information to be deleted, where applicable
- Object to certain uses of their information
- Restrict certain processing of their information
- Withdraw consent, where processing is based on consent
The GDPR gives individuals the right to request a copy of personal data held about them, commonly known as a data subject access request. The Data Protection Commission also explains that individuals may have rights to correction and erasure in certain circumstances.
Requests should be sent to:
Gleann Residents Association
Email: gleannra@gmail.com
We may need to verify the identity of the person making the request before responding.
Residents also have the right to contact the Data Protection Commission if they are unhappy with how their personal information has been handled.
11. Website cookies and analytics
This website may use basic cookies or analytics tools to understand how visitors use the website and to improve the information provided.
Where cookies requiring consent are used, visitors will be asked to provide consent where legally required.
The website may also contain links to third-party services such as Dropbox, Google Drive, HubSpot, email platforms or social media pages. Those services are governed by their own privacy policies and terms.
Website Disclaimer
12. General information only
The information on this website is provided for general community information purposes only.
While Gleann Residents Association aims to keep information accurate and up to date, we cannot guarantee that all information will be complete, current or free from error.
Residents should verify important information directly with the relevant public body, service provider or professional adviser.
13. No professional advice
Nothing on this website should be treated as legal, planning, financial, medical, safety, engineering or other professional advice.
Where an issue requires professional advice, residents should consult a suitably qualified person or the relevant public authority.
14. Local authority and public body information
This website may refer to information from Dún Laoghaire-Rathdown County Council, the DLR Public Participation Network, An Garda Síochána, public representatives or other public bodies.
Gleann Residents Association is independent of these bodies unless expressly stated otherwise. Any official decision, policy, approval, road scheme, grant, planning matter or enforcement issue should be confirmed directly with the relevant body.
15. External links
This website may include links to external websites or document folders.
These links are provided for convenience only. Gleann Residents Association is not responsible for the content, availability, security, privacy practices or accuracy of external websites or services.
16. Residents’ documents
Some documents may be made available through password-protected files, shared folders or restricted links.
These access controls are intended to limit casual public access, but they should not be treated as high-security systems. Sensitive personal information should not be shared through these channels unless appropriate safeguards are in place.
Residents should not forward residents-only documents, passwords or restricted links outside the community without permission from the association.
17. Limitation of liability
To the fullest extent permitted by law, Gleann Residents Association, its committee members and volunteers accept no liability for loss, damage or inconvenience arising from reliance on information published on this website or shared through association communications.
This does not exclude any liability that cannot lawfully be excluded.
18. Changes to this policy
This Privacy Policy and Disclaimer may be updated from time to time.
The latest version will be published on this website.
19. Contact
For questions about this Privacy Policy, website disclaimer or the handling of personal information, please contact:
Gleann Residents Association
PPN Registration Number: PPN-01131
Email: gleannra@gmail.com