Belmont Place Residents

Privacy Policy

How we collect, use, and protect your personal information.

Last updated: 17 February 2026

1. Who We Are

This website is operated by Greyfoxai, owned by Andrew Jermaks. It serves the residents of Belmont Place and showcases resident-run businesses.

If you have any questions about this privacy policy or how we handle your data, contact us at: Andy@greyfoxai.co.uk

2. What Data We Collect

We collect different information depending on how you use the site:

2.1 Resident Registration

  • Full name
  • Email address
  • Password (stored securely using WordPress hashing — we never see your plain-text password)
  • Display nickname (optional)

2.2 Proof of Residency

  • A document (PDF, JPG, or PNG) proving you live on Belmont Place, uploaded during registration.
  • This file is stored in a secure, non-publicly-accessible directory on our server.
  • Only the site administrator can view this document.
  • Once your account is approved or denied, the proof document is permanently deleted from our server.

2.3 Noticeboard Posts

  • Post title, content, and any uploaded images.
  • Your display name is shown alongside your posts.
  • Posts are removed manually by administrators based on content and relevance.

2.4 Marketplace Listings

  • Listing title, description, price, condition, type, and any uploaded images.
  • Your display name is shown on listings.
  • Marketplace listings are automatically deleted after 14 days. Listings marked as sold/gone are removed after 3 days.

2.5 Private Messages

  • Message content sent between residents via the on-site messaging system.
  • Messages are visible only to the sender and recipient.
  • Messages are automatically deleted after 30 days.

2.6 Business Directory Submissions

  • Business name, description, contact email, phone number, website, social media links, and images.
  • This information is displayed publicly. By submitting a business listing, you consent to your provided details being visible to anyone visiting the site.
  • Business owners are responsible for the accuracy of the information they provide.

2.7 Community Stories

  • Story title, content, and any uploaded images submitted by residents.
  • Your display name is shown alongside published stories.

3. How We Use Your Data

We use your personal information to:

  • Verify that you are a resident of Belmont Place.
  • Provide you with access to the residents area, noticeboard, marketplace, and messaging features.
  • Display your chosen display name on posts, listings, and messages.
  • Send you essential emails (registration confirmation, account approval/denial, password resets).
  • Administer and moderate the site.

We do not use your data for marketing purposes or sell it to third parties.

4. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your data on the following bases:

  • Consent: You provide your data voluntarily when registering, posting, or submitting a business listing.
  • Legitimate interests: Operating a secure community platform for Belmont Place residents, and moderating content to maintain community standards.

5. Cookies and Browser Storage

This site uses only essential cookies required for WordPress to function:

  • wordpress_logged_in_* — Keeps you logged in during your session.
  • wordpress_sec_* — Used for authentication security.
  • wp-settings-* — Stores your WordPress dashboard preferences (admin users only).

We also use sessionStorage (not a cookie) to remember whether you have accepted the marketplace disclaimer during your current browser session. This data is cleared automatically when you close the tab.

We do not use any analytics, advertising, or third-party tracking cookies.

If we introduce analytics tools (such as Google Analytics) in the future, this policy will be updated and you will be informed.

6. Data Retention

Data Retention Period
Proof of residency documents Deleted immediately upon approval or denial
User accounts Deleted as soon as it is established the resident no longer lives on the estate
Marketplace listings Automatically deleted after 14 days
Private messages Automatically deleted after 30 days
Noticeboard posts Removed manually based on content and importance
Business directory listings Retained until removed by the business owner or an administrator

7. Data Sharing

We do not share your personal data with any third parties except:

  • IONOS (hosting provider): Your data is stored on IONOS VPS servers located in the UK/EU. IONOS processes data in accordance with their own privacy policy.
  • IONOS (email): Emails sent by the site (registration confirmations, approvals, etc.) are delivered via IONOS email services.

We do not sell, rent, or trade your personal information.

8. Data Security

We take reasonable measures to protect your data:

  • Proof-of-residency uploads are stored in a secure directory that is not publicly accessible.
  • Passwords are hashed using WordPress's built-in security (bcrypt).
  • All forms include security tokens to prevent unauthorised submissions.
  • The site is served over HTTPS (encrypted connection).
  • Access to the admin area is restricted to authorised administrators.

9. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Rectify inaccurate or incomplete data.
  • Erase your data (right to be forgotten) — contact us and we will delete your account and associated content.
  • Restrict or object to processing of your data.
  • Data portability — receive your data in a structured, commonly used format.
  • Withdraw consent at any time.

To exercise any of these rights, email us at Andy@greyfoxai.co.uk.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Age Restriction

This site is intended for users aged 18 and over. We do not knowingly collect personal data from anyone under 18. If we become aware that a user is under 18, their account will be removed.

11. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

12. Contact

For any questions, concerns, or data requests:

Andrew Jermaks
Greyfoxai
Andy@greyfoxai.co.uk