This notice explains how we (Horton Housing Association and its wholly owned subsidiaries Horton Housing Support Limited, Bradford Base Social Enterprise Company Limited and Chartford Housing Limited) collect and use your personal information.
Horton Housing Association is registered as a ‘data controller’ with the Information Commissioner’s Office under the Data Protection Act. You can find out more about the Data Protection Act, and your legal rights at https://ico.org.uk
We collect and process your information in order to provide services to you and for keeping you up to date with what we are doing by newsletter and periodic email communications.
Personal information may be collected on paper or online forms, by phone, email or by a member of Horton Housing staff. Generally, Horton Housing tries to minimise the amount of personal data we collect but, depending on the service or activity with which you are involved, we may request additional information from you such as wellbeing measures, assessments and feedback. You do not have to provide additional information in order to access Horton Housing’s services but it will help us if you do.
We may need additional information from you in order to provide a service. Some of our support services may involve supporting you on complex issues and may require you to volunteer detailed and sensitive information. It is your choice whether or not to provide such information but it may affect the service’s ability to support you.
We may not be able to provide you with a service unless we have enough information, or your permission to use that information.
We will only use your personal information for the purpose which we have stated when we collect it, and we will not collect unnecessary information about you. We will ensure your personal data is held securely and is not seen by anyone who should not see it.
We will not keep your information longer than it is needed. In some cases, the law states how long personal information should be kept. We will dispose of paper records or delete any electronic personal information in a secure and confidential way.
Where we need to pass your information, which may include sensitive or confidential information such as children’s data, financial data or health information, to other people and organisations that work with us to provide services, we will do so only with your prior explicit consent, or where we are required by law to do so – for example, where it is necessary for the prevention or detection of crime or to prevent risk of harm to an individual. We will endeavour to ensure wherever possible that appropriate steps have been taken by the recipient to protect personal information that is shared.
Please note that unless encrypted, email messages sent via the internet may not be secure and they could be intercepted and read by someone else. Please bear this in mind when deciding whether to include personal or sensitive information in any email messages you intend to send. If you email us we may keep a record of your contact and your email address and the email for our record-keeping of the communication.
USING OUR WEBSITE
Horton Housing Association operates a website: hortonhousing.co.uk
We may collect and process the following data about you:
- Information that you provide by filling in forms on the site. This may include information provided when making a donation, submitting a complaint, appeal or feedback, making a referral or applying for a job and may include name, address, email address, telephone number, and any personal preferences
- If you contact us, we may keep a record of that correspondence
Our site may, from time to time, contain links to and from the websites of other organisations that we believe may be of interest to you. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Horton Housing does not process personal information captured through visits to our site, but the hosting provider collates information through “cookies”:
Cookies are small text files that ‘remember’ bits of information from your visit to a website.
When you visit our website our hosting provider collects information to help them to understand and improve how people use our site. This information consists of your IP address, your browser type (e.g. Internet Explorer, Chrome), when you visited our site, and which pages you visited or downloaded during your visit. They cannot and do not use this information to find out further personal information about you, and will not share any individual information unless required to do so by law. Usage of a cookie is solely to understand how to improve our web presence.
RIGHTS FOR INDIVIDUALS UNDER GDPR
The General Data Protection Regulation is effective from 25 May 2018 and includes the following rights:
- Right to Access – this means you can ask us for a copy of the personal data we hold about you.
- Correction Right – if you believe any of the information we hold about you is incorrect or out of date, you have the right to correct such information by providing us with the correct up to date information. In addition, you can ask us to delete the incorrect or out of date information and we will be happy to do so unless we are prevented from doing so by law or regulation.
- Right to be Forgotten – you have the right to ask us to delete the personal data we hold about you where such data is used for direct marketing purposes or is processed as a result of you consenting to such processing. Please note that where we are obliged to keep your personal data because of a regulatory or legal requirement, we will not be able to delete that data and must continue to retain it.
- Right to Restrict Processing – in some limited circumstances you have the right to restrict the processing of your data. See examples below:
(a) if you want us to establish the data’s accuracy;
(b) where our use of the data is unlawful but you do not want us to erase it;
(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
(d) you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
- Right of Objection to Processing – you have the right to object to us using your data for direct marketing purposes and to profiling. For example, if there is something about your situation which makes you want to object to processing as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Right of Data Portability – you have the right to request a copy of the personal data we hold about you in a commonly used and machine-readable format. We can provide your data either to you or to such other third party as you specify in your request.
- Automated Decision-Making Objection Right – automated decision-making is where a decision is made entirely by technological means without human intervention. We do not use or rely on automated decision-making.
- To exercise any of the above rights, or if you have any queries, please contact us on firstname.lastname@example.org or (01274) 370689
CHANGES TO THIS PRIVACY NOTICE
We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with the changes in the law.
Any enquiries about this Privacy Notice should be sent to:
Data Compliance Manager
Horton Housing Association
54 Little Horton Lane
BD5 0BSTel: (01274) 370689