EEVRA is Community Interest Company (CIC) formally registered as East End Village Residents Association N2 CIC.

Company Registration No: 16957285

The company is a not-for-profit organisation with an asset locked-body. In the eventuality that the company is to be wound up, any assets will transfer to the organisation’s nominated charity.

Hearts of Oak - The Barnet Special Education Foundation Trust.
Charity Registration No: 1115 755.

EEVRA Interim Constitution
East End Village Resident's Association N2 CIC | Company number 16957285

• Version 1.0 | August 2026
  
  
  NAME AND STATUS
  

• East End Village Resident's Association N2 CIC, company number 16957285, is a community
  interest company limited by guarantee. EEVRA is used throughout this constitution.
  

• EEVRA exists for community benefit and is not conducted for private gain.
  

• EEVRA is governed first by applicable law and its registered Articles of Association, and then by this constitution and any policies formally adopted under it.
  
  
  PURPOSE AND AREA
  

• EEVRA will act only in furtherance of the objects in its registered Articles. In practical terms, it aims to:
  

• represent residents and local businesses on matters of shared local concern;
  

• strengthen community connections and support inclusive events, learning and local initiatives;
  

• help care for and improve green spaces, streets and the wider public realm, including inclusive access, health and wellbeing, biodiversity and nature recovery;
  

• engage constructively with Barnet Council, public bodies, funders and other organisations;
  

• support access to funding, information and public services; and
  

• protect local heritage and promote openness and accountability.
  

• EEVRA's primary community is the area described in its registered Articles. It may work with people or organisations outside that area where doing so benefits that community.
  
  
  PRINCIPLES
  

• EEVRA will be independent of political parties. It may make evidence-based representations on local issues where this is consistent with its objects and CIC law.
  

• EEVRA will seek to be inclusive, accessible and welcoming across different ages, abilities and backgrounds. It will be respectful, open about its decisions and careful with community resources.
  

• EEVRA will listen to different views. No individual can claim to speak for EEVRA unless authorised to do so.
  

• This constitution does not replace the company's registered Articles of Association. If it conflicts with the law or the Articles, the law and the Articles take priority. It provides EEVRA's public community governance rules while the organisation considers its longer-term membership and governance model.
  
  
  COMMUNITY PARTICIPATION
  

• Residents, local businesses and people with a genuine connection to the area may take part in EEVRA activities, subject to reasonable eligibility, safety and conduct rules adopted by the Directors. EEVRA will seek to remove avoidable barriers to participation.
  

• Until a different membership model is lawfully adopted, people taking part will be described as supporters, volunteers or community participants, as appropriate.
  

• A supporter, volunteer or community participant is not, solely by taking part or registering interest, a legal member of the company and does not acquire a statutory company vote.
  

• Under the present Articles, each legal company member must also be a Director, and each Director is a legal company member.
  
  
  DIRECTORS, COMMUNITY PROJECTS AND WORKING GROUPS
  

• The Directors are legally responsible for managing the company and for complying with their duties under company and CIC law.
  

• Friends of Manor Park is currently an EEVRA-supported project, not a separate legal body. Its mission is to protect and nurture Manor Park as an open space for all, supporting physical and mental wellbeing.
  

• The Directors may create other community roles, committees, projects or working groups. Each must have a short written remit covering its purpose, lead, delegated tasks and budget, reporting, safeguarding, public statements and use of EEVRA's name.
  

• Delegation does not remove the Directors' overall responsibility. A person using a title such as Co-chair, Treasurer, Secretary or Committee Member does not become a company director unless lawfully appointed as one.
  

• Appointment, resignation and removal of Directors and legal company members are governed by the Articles and applicable law.
  
  
  MEETINGS CONSULTATIONS AND DECISIONS
  

• Directors' meetings and company-member decisions will be called, conducted and recorded in
  accordance with the Articles and applicable law.
  

• The Directors will hold public meetings and may use surveys and other consultations to understand community views and shape EEVRA's work.
  

• Unless and until the Articles are changed, a vote of supporters or community participants is consultative. It is not a company resolution, but the Directors will record and properly consider the outcome and publish a proportionate response.
  

• Formal decisions, delegated decisions and material community recommendations will be recorded. Public information will be accurate, proportionate and shared as openly as confidentiality and data protection allow.
  
  
  CONDUCT CONFLICTS AND SAFEGUARDING
  

• Everyone acting for EEVRA must behave respectfully and follow any code of conduct, safeguarding requirements or other policy formally adopted by the Directors.
  

• Harassment, intimidation, discrimination, abuse and serious or persistent disruption are not acceptable. Any restriction or removal from an EEVRA role must follow a fair process appropriate to the circumstances.
  

• Actual or potential conflicts of interest must be declared and recorded. They will be managed in accordance with the Articles and EEVRA's conflicts policy.
  
  
  MONEY, EXPENSES AND PAID WORK
  

• EEVRA's money and assets must be used only to further its objects and benefit the community.
  

• Proper financial records and proportionate controls will be maintained. Payments will be authorised in accordance with a financial controls policy approved by the Directors.
  

• Directors and volunteers are unpaid by default but may be reimbursed for reasonable, properly evidenced expenses.
  

• Any paid work by a Director must be lawful, necessary, reasonable, affordable, approved by unconflicted Directors and transparently recorded and reported.
  
  
  POLICIES, RECORDS AND PERSONAL DATA
  

• The Directors may adopt, review or withdraw policies and procedures that are consistent with the Articles and this constitution.
  

• A draft policy has no formal effect until the Directors approve it and record the date on which it takes effect.
  

• EEVRA will maintain the registers, minutes, financial records and statutory filings required by law and will handle personal data in accordance with applicable data protection law.
  
  
  REVIEW AND CHANGE
  

• This interim constitution will be reviewed after EEVRA's first public meeting. The Directors will record the community's recommendations and publish any agreed revisions.
  

• The Directors may later amend this constitution after appropriate community consultation and a check that the change is consistent with the Articles and the law.
  

• This constitution cannot change the company's legal membership, the powers of its Directors or members, its objects, its asset lock or any statutory right. Any such change must be made through the proper legal process.
  
  
  DISSOLUTION
  

• Any winding-up or dissolution of EEVRA and any transfer of remaining assets will be dealt with under the law and the registered Articles, including the CIC asset lock.
  

We ask all volunteers to read Barnet Council’s Greenspaces Volunteering Handbook before participating in any volunteering activities connected to EEVRA and Friends of Manor Park HERE

Please see EEVRA’s Volunteering Code of Conduct HERE

Please see EEVRA’s Safeguarding Policy HERE

EEVRA PRIVACY NOTICE
How we collect, use, share and protect personal information

Effective date: [to be inserted on approval]. Proposed review date: August 2027.

1. WHO WE ARE

East End Village Residents Association (EEVRA) is the public working name of East End Village Resident’s Association N2 CIC, company number 16957285. The CIC is the data controller for the personal information described in this notice.

Our registered office is 53 Brackenbury Road, London, N2 0SS. For privacy questions or requests, email hello@eevra.org.uk or write to the registered office, marked “Privacy”. EEVRA’s Directors have overall responsibility for data protection. A Director may be appointed as privacy lead.

2. WHAT THIS NOTICE COVERS

This notice applies when you contact EEVRA, join our mailing list or WhatsApp group, volunteer, attend an event, answer a survey, make a donation, work with us, use our website or otherwise take part in our community work. It also covers information handled for EEVRA projects, including Friends of Manor Park, unless a form or notice says that another organisation is responsible.

3. INFORMATION WE MAY COLLECT

· Identity and contact details, such as your name, postal address, email address, phone number and WhatsApp profile details.

· Your communications with us, including enquiries, messages, consultation responses, complaints and feedback.

· Participation information, such as event bookings, attendance, volunteer roles, availability, emergency contacts and training records.

· Information needed for payments, donations, expenses, contracts and our accounting records. We do not normally keep full payment-card details.

· Photographs, video or audio recordings made at activities or events.

· Technical information from our website, such as device, browser, IP address and cookie choices, where our website tools collect it.

· Any other information you choose to give us that is relevant to our work.

SENSITIVE INFORMATION

We try not to collect sensitive or “special category” information unless it is genuinely needed. It may arise through dietary or accessibility requirements, health and safety arrangements, safeguarding, complaints or information people choose to include in a survey or message. Where we rely on explicit consent, we will ask for a clear, specific confirmation and explain how to withdraw it. Other legal

conditions may apply where information is needed to protect someone, meet a legal duty or deal with legal claims.

CHILDREN & YOUNG PEOPLE

EEVRA may occasionally receive information about children through community activities, photographs or safeguarding. We collect only what is needed, use age-appropriate explanations where practical and normally deal through a parent or guardian. We do not knowingly invite children to join our general mailing list or public WhatsApp group without appropriate adult involvement.

4. WHERE INFORMATION COMES FROM

Most information comes directly from you. We may also receive it from another resident, volunteer, parent or guardian, a venue, Barnet Council, a partner organisation, a contractor, or a public source such as Companies House or a public social-media page. If information comes from someone else, we use it only where we have a proper reason and provide privacy information where required.

5. WHY WE USE INFORMATION AND OUR LEGAL BASES

Data-protection law requires us to have a lawful basis for each use. The exact basis can depend on the circumstances.

Please see the full Privacy Policy, Section 5 for all legal bases HERE

Where we rely on legitimate interests, we consider why the use is needed, its likely effect on people and whether their rights override EEVRA’s interests. You can object to such use. Where we rely on consent, you can withdraw it at any time without affecting earlier lawful use.

6. WEBSITE AND COOKIES

Our website is hosted by Squarespace. It uses essential cookies and similar technologies needed for the site to function, remain secure and remember privacy choices. We may use optional analytics cookies to understand how people use the site. We will not place non-essential cookies unless you agree through the cookie banner. You can decline them or change your choice through the site’s cookie settings.

We do not currently intend to add Google Analytics, advertising pixels or similar tracking tools. If this changes, we will update the cookie information and consent controls before using them. Forms should include a short notice and a clear link to this privacy notice.

7. EMAIL UPDATES AND MAILING LISTS

If you choose to join our mailing list, we use your name and email address to send community news, consultations, campaigns, events, fundraising information and opportunities to get involved. We rely on your consent. You can unsubscribe at any time using the link in our emails or by contacting hello@eevra.org.uk.

Google Workspace is used for ordinary email and document storage. EEVRA expects to use Squarespace forms and, if approved, Squarespace Email Campaigns for mailing-list sign-up and newsletters. We will keep a record of sign-up and unsubscribe choices. We will not use detailed click or interest profiling unless we first decide it is necessary, update this notice and provide any required choice or consent.

8. WHATSAPP GROUPS

EEVRA currently operates two WhatsApp groups: a public community group and a private Directors’ group.

PUBLIC COMMUNITY GROUP

Joining is optional. If you join, other participants may see your phone number, profile name, profile photograph, messages and other details allowed by your WhatsApp settings. We will explain this before adding you and will add you only with your agreement. You can leave at any time. Important information should also be available by another reasonable route for people who do not use WhatsApp.

DIRECTORS GROUP

The private group supports EEVRA governance and administration. Participation is limited to current Directors and is based on EEVRA’s legitimate interests in running the CIC. Formal notices, decisions and records must still be handled through the proper governance channels. Former Directors will be removed promptly. Detailed sensitive, safeguarding or confidential case information should be moved to a more suitable restricted system.

WhatsApp is provided by Meta under its own terms and privacy arrangements. Participants should check their privacy settings and must not share another person’s information without a proper reason. EEVRA cannot erase copies already received or retained by other participants or information that WhatsApp keeps under its own rules.

9. PHOTOGRAPHS, RECORDINGS AND SOCIAL MEDIA

For general photographs at a public EEVRA event, we will normally give advance notice and display signs. We will provide a practical way to avoid being photographed or to raise a concern. We will normally seek consent before publishing a named portrait, interview, testimonial, sensitive image or close-up of a child. A venue, journalist, partner or social-media platform may act as a separate controller under its own privacy arrangements.

10. WHO WE SHARE INFORMATION WITH

We share only what is reasonably necessary. Recipients may include:

· service providers supporting email, document storage, website hosting, forms, newsletters, payments or IT, including Google Workspace and Squarespace;

· Barnet Council, venues, project partners, funders and contractors where this is needed for a project or activity;

· professional advisers, insurers, auditors and banks;

· regulators, courts, law-enforcement bodies or public authorities where the law requires or permits this; and

· another organisation involved in a merger, transfer or closure, subject to suitable confidentiality and legal safeguards.

Some recipients process information for EEVRA under contract. Others, such as the council, Meta, social-media services, payment providers or partner organisations, may be separate controllers responsible for their own use. We do not sell or rent personal information.

11. INTERNATIONAL PROCESSING

Google, Squarespace, Meta and other providers may process or support information outside the UK. Where EEVRA makes a restricted transfer, we will use a method recognised by UK data-protection law, such as UK adequacy regulations or appropriate contractual safeguards, and carry out any assessment required. You may contact us for more information about the safeguards relevant to your information.

12. HOW LONG WE KEEP INFORMATION

We keep information only for as long as it is needed for the reason collected, including legal, accounting, safeguarding, insurance or reporting needs. We then delete it securely or anonymise it. Our proposed retention schedule is in Appendix A and will be reviewed when our activities or legal duties change.

13. HOW WE PROTECT INFORMATION

We use proportionate practical measures, including controlled access, secure organisational accounts, strong passwords and multi-factor authentication where available, careful sharing, backups, prompt removal of access when roles end and secure deletion. Directors and volunteers should use EEVRA systems for EEVRA records where practical and report suspected loss, misuse or unauthorised access promptly to hello@eevra.org.uk.

No system is completely secure. If a personal-data breach occurs, EEVRA will assess it, take steps to reduce harm, keep the required record and notify affected people or the Information Commissioner’s Office where the law requires.

14. YOUR RIGHTS

Depending on the circumstances, you may have the right to:

· ask for access to your personal information and information about how we use it;

· ask us to correct inaccurate or incomplete information;

· ask us to erase information where the right applies;

· ask us to restrict how information is used;

· object to processing based on legitimate interests;

· object at any time to use of your information for direct marketing;

· receive or transfer certain information in a portable form where the right applies;

· withdraw consent at any time where we rely on it; and

· complain to the Information Commissioner’s Office.

These rights are not all absolute. We may need to check your identity and may keep information where the law requires or permits it. We do not use solely automated decision-making or profiling that produces legal or similarly significant effects.

15. QUESTIONS OR COMPLAINTS

Please contact us first at hello@eevra.org.uk if you have a question, want to exercise a right or are unhappy with how we used your information. You can also complain to the Information Commissioner’s Office at ico.org.uk or by telephone on 0303 123 1113. Your right to complain is not affected by contacting EEVRA first.

16. CHANGES TO THIS NOTICE

We may update this notice when our work, systems or legal duties change. The current version will be published on our website. If a change has a significant effect on how we use information, we will take reasonable steps to bring it to the attention of affected people.

APPENDIX A: proposed retention schedule. Can be read in full HERE

LEGAL FRAMEWORK USED FOR THIS DRAFT

This draft is designed around the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, taking account of current Information Commissioner’s Office guidance as at 8 August 2026. It should be revisited if EEVRA begins materially different processing, such as CCTV, large-scale work with children, systematic profiling or handling substantial sensitive information.

EEVRA is a member of the following organisations:

FORAB - Federation of Residents Associations in Barnet
LINK HERE

BGSN - Barnet Green Space Network
LINK HERE