How the Association engages with Residents

Outreach & Verification Protocol

Centenary Mill Leaseholders Association

Purpose
To ensure that all in-person outreach carried out on behalf of the Association is transparent, proportionate, and respectful, and that volunteers are protected from misrepresentation.

1. Scope of activity

Volunteers may make contact solely to:

  • Identify the letting agent for flats where ownership details are not held
  • Distribute Association information or surveys
  • Signpost residents to the Association website or contact email

Volunteers must not:

  • Claim to represent the RTM, managing agent, or directors
  • Request money, access to property, or personal data
  • Enter any dwelling
  • Engage in argument or dispute

2. Method

  • Contact must be limited to letterbox delivery or brief doorstep conversation
  • No repeated approaches to the same flat
  • If a resident is uncomfortable, the volunteer must withdraw immediately and politely

3. Identification & verification

Volunteers must carry Association-branded material and may, if asked, briefly show the following verification slip.
This slip is not left with residents; it is used only to confirm identity and purpose.

Verification Slip – Text

Centenary Mill Leaseholders Association
Volunteer

I am contacting residents solely to identify the letting agent for this flat so the Association can update its records and communicate with absent owners.

I do not represent the RTM, the managing agent, or the directors.

I do not request money, access to property, or personal data.

Verify:
info@centenary-mill.co.uk
http://www.centenary-mill.co.uk

4. Record keeping

Volunteers should make a brief note of:

  • Date
  • Area visited
  • Purpose (e.g. letting agent identification)

No personal data should be recorded.

5. Governance

This protocol is issued by the Centenary Mill Leaseholders Association and applies to all in-person outreach carried out on its behalf.