At Tpas England, we’re committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Who are we?

We’re Tpas England, the tenant engagement organisation. We’re a not for profit organisation dedicated to bringing tenants and landlords together to find solutions to improve services, save money and bring lasting change to communities.

Our head office address is Tpas Ltd, c/o Menzies LLP, One Express, 1 George Leigh Street, Ancoats, Manchester, M4 5DL

How do we collect information from you?

We obtain information about you when you use our website; for example, when you join us as a member, when you book onto an event or course or when you download an ebook from our website. When you complete this ‘transaction’ on our website (www.tpas.org.uk) you will be offered the opportunity to choose communication preferences to opt in to receive our email newsletters.

What type of information is collected from you?

The information we collect includes your name, home or corporate address, email address, phone number, role (such as housing officer or scrutiny panel member), region you work or live in and, if you’re joining us at a course or event, we may also ask you your dietary requirements.

If you have made a purchase on our website your card information is not held by us. Credit or Debit card details are collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.

How is your information used?

By accepting our terms and conditions and reading our privacy policy you allow us to process your data to:

• process a booking that you have made;
• keep you informed as members
• Invite you to future training and events
• carry out our obligations arising from any contracts entered into by you and us;
• seek your views or comments on the services we provide;
• notify you of changes to our services;
• send you communications which you have requested and/or that may be of interest

We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will not sell or rent your information to third parties and we will not share your information with third parties for marketing purposes.

Our event management company, ConnectIn Events will collect and process delegate information to process bookings for our National Tenant Conference and will notify you of future conferences if you opted in to receive this information.

Marketing communications

For those interested in news, views, activities and events that Tpas are involved in we offer a mailing list. People can opt in to our mailing list by being a delegate or an event booker, downloading ebooks from our website and being a member of Tpas.

We’ll only send you marketing emails to you if you agree to being on our mailing list.

You can log in to your account to manage your preferences and content to receive our email marketing at any time. We will never share your information with companies outside of Tpas for inclusion in their marketing.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. To alter your preferences and update the information we hold about you, log in to your account.

Your account and password

When you create an account on our website to manage your membership or your booking with us you will have to create a password which enables you to access certain parts of our websites. You are responsible for keeping this password confidential. We ask you not to share your password with anyone, including Tpas staff.

National Tenant Conference

If you are booked onto our national tenant conference you will also be added to a conference delegate mailing list managed by ConnectIn Events.

You will be asked to opt into this list and can unsubscribe from this list at any time by clicking on the unsubscribe link on the footer of all our marketing emails.

Data processing

Tpas is often required to process data on behalf of companies, groups and organisations in a consultancy capacity for projects. From setting up scrutiny panels to being an Independent Tenant Advisor, we will handle and process personal data to ensure the project is a success.

As a data processor for projects we comply with article 28 of the UK GDPR to ensure the data is secured and protected.

We only hold this data for as long as is reasonably required for the project objectives. No personal data from projects enter our marketing communications mailing list unless the person has opted in.

If you believe your data is being handled by Tpas and wish to amend your information please contact us on info@tpas.org.uk. We will inform the data controller (the organisation or company who gave us your data) that you have changed your preferences.

Other organisations

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website, so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

Children's Privacy

We do not knowingly collect personal data from children. If you are under 18, you may use our services only with involvement of a parent or guardian.

Our lawful bases for using your information

Under UK data protection law, we must have a lawful basis for every use we make of your personal information. Depending on what you are doing with us, we rely on:

• Contract – where we need to process your information to deliver something you have asked for, such as processing your membership, taking a booking for a course, event or conference, issuing joining instructions, or raising and collecting an invoice.
• Consent – where you have opted in to receive our email newsletters and other marketing communications. You can withdraw your consent at any time, and doing so will not affect anything we did before you withdrew it.
• Legitimate interests – where we use your information to run and improve Tpas in ways you would reasonably expect and which do not override your rights. This includes keeping members informed about their membership, seeking your views on the services we provide, notifying you of changes to our services, and keeping our website secure.
• Legal obligation – where the law requires us to keep or share information, for example retaining financial records for tax and audit purposes.

Where we act as a data processor on behalf of another organisation – for example when we set up a scrutiny panel or act as an Independent Tenant Advisor – that organisation is the data controller and decides the lawful basis. We process the information under a written agreement in line with Article 28 of the UK GDPR.

How long we keep your information

We keep your personal information only for as long as we need it. In practice that means:

• Membership records – for the duration of your organisation’s membership and for six years afterwards, which is the period in which a claim could be brought in relation to the membership contract.
• Course, event and conference booking records – for three years after the event. The financial part of the booking is kept for six years, as set out below.
• Financial records, including invoices and payments – for six years after the end of the financial year they relate to, as required by UK tax law.
• Marketing mailing list – until you unsubscribe or withdraw consent. We review the list every 24 months and remove contacts who have not engaged with us in that time.
• Consultancy and project data we process for other organisations – for as long as the project agreement requires, after which it is returned to that organisation or securely deleted.
• Website enquiry and contact form submissions – for 12 months after the enquiry is resolved.

When we no longer need your information, we delete it or anonymise it so it can no longer be linked to you.

Sending information outside the UK

Some of the suppliers we use to run our membership, booking and email systems store or access personal information outside the UK.

• Glue Up runs our membership joining and renewal, our event listings and our course bookings. Glue Up is a United States company (Glue Up Inc., 1600 Tysons Boulevard, Suite 400, McLean, Virginia 22102, USA) and its platform is hosted on Amazon Web Services infrastructure. Membership and delegate information held in Glue Up is stored and processed outside the UK, including in the United States.
• Google Analytics is used to measure how the website is used, and Google may process that information outside the UK.
• Our email marketing provider is used to send our newsletters and member communications, and may process that information outside the UK.

Where information is transferred outside the UK, we make sure it is protected by a safeguard recognised under UK data protection law. Depending on the supplier and the country involved, that may be UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the supplier’s certification to an approved data protection framework.

If you would like to know which safeguard applies to a particular supplier, contact us using the details below and we will tell you.

Your rights over your personal information

You have the following rights over the personal information we hold about you. They are free to use, and we will respond within one month.

• The right to be informed – to be told how we use your information, which is what this policy is for.
• The right of access – to ask for a copy of the personal information we hold about you. This is often called a subject access request.
• The right to rectification – to have inaccurate information corrected and incomplete information completed.
• The right to erasure – to ask us to delete your information where there is no good reason for us to keep using it.
• The right to restrict processing – to ask us to pause our use of your information while a concern is investigated.
• The right to data portability – to receive the information you gave us in a portable electronic format, or have it sent to another organisation.
• The right to object – to object to us using your information for direct marketing, which we will always act on, or on the basis of our legitimate interests.
• Rights relating to automated decision-making – we do not make decisions about you by automated means without human involvement.

To exercise any of these rights, contact us using the details below. We may ask you to confirm your identity before we act, so that we do not release your information to the wrong person.

How to complain

If you are unhappy with how we have handled your personal information, please tell us first using the contact details below so we have the chance to put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

How to contact us about your data

For any question about this policy, or to exercise any of your rights, contact:

Tpas Ltd, c/o Menzies LLP, One Express, 1 George Leigh Street, Ancoats, Manchester, M4 5DL
Email: info@tpas.org.uk
Telephone: 0161 868 3500

Cookies

Our website uses cookies and similar technologies. Our Cookies page explains what we use, why, and how you can change your choices at any time.

Changes to this policy

We review this policy regularly and will update it when our practices change. Any changes will be published on this page with a revised date below. Where a change materially affects how we use your information, we will tell members and subscribers directly.

Last updated: 15/08/2026